HomeMy WebLinkAbout2020-10-27 - AGENDA REPORTS - LMD CONTR ZONE T51 (2)O
Agenda Item: 6
P
CITY OF SANTA CLARITA AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:1
DATE: October 27, 2020
SUBJECT: AWARD LANDSCAPE MAINTENANCE CONTRACT FOR LMD
ZONE T51 (VALENCIA HIGH SCHOOL)
DEPARTMENT: Neighborhood Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
Award a two-year contract to Stay Green, Inc., to provide landscape maintenance services for
Landscape Maintenance District Zone T51 (Valencia High School) for an annual base
amount of $185,220, plus an additional $37,044 in annual contract expenditure authority to
address unforeseen maintenance and repairs, for a total two-year amount not to exceed
$444,528.
2. Authorize and appropriate an ongoing expenditure increase in the annual amount of $8,834
from the Landscape Maintenance District Fund 357 to account number 12553-5161.010, to
support recurring landscape maintenance services.
3. Authorize the City Manager or designee to execute up to three additional, one-year renewal
options beginning in year three, not to exceed the annual contract amount, inclusive of a
contingency of $37,044, plus an adjustment consistent with the appropriate Consumer Price
Index, upon request of the contractor, and contingent upon the appropriation of funds by the
City Council in the annual budget for such fiscal year.
4. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) administers 60 financially independent zones within the
Landscape Maintenance District (LMD) providing landscape maintenance services through
contracts with private companies. Request for Proposals (RFP) No. LMD-20-2 1 -0 1, for the
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maintenance of LMD Zone T51 (Valencia High School) was published and circulated via the
City's Bidnet system on July 15, 2020.
This procurement utilizes multiple weighted criteria to evaluate and score proposals. The
evaluation process reinforces performance expectations and works to ensure that vendors
dedicate adequate employees to service the contract. The solicitation also includes provisions to
impose payment reductions for poor performance should the contractor fail to meet their
maintenance schedule.
The following categories comprised the weighted criteria used to evaluate proposals:
• Value Provided (30%)
• Rotation Schedule (20%)
• Team Composition/Crew Member Structure (15%)
• Acknowledgement and Understanding of Specifications (15%)
• Proposal Amount (10%)
• References & Certifications (10%)
In contrast to a bid procurement where the recommended contract award is based upon the
lowest, most responsive bid, a multiple weighted criteria procurement does not base a contract
award recommendation solely on cost. While the price for services constitutes 10 percent of the
City's weighted evaluation criteria, 65 percent of the evaluation criteria focuses on the
composition and structure of the contractor's crew, their schedule to rotate through the
maintenance areas, and the overall value provided.
The City transmitted the solicitation to 170 vendors, including the Santa Clarita Valley Chamber
of Commerce and the Valley Industry Association. Twenty companies downloaded the
proposals, with five vendors providing proposals for consideration. The results are below:
BID
COMPANY
LOCATION
BID
AMOUNT
POINTS
AWARDED
Proposal 1
(Recommended)
Stay Green, Inc.
Santa Clarita, CA
$185,220
259.67
Proposal 2
Oakridge Landscape, Inc.
Santa Clarita, CA
$322,392
232.33
Proposal 3
Brightview Landscapes, Inc.
San Fernando, CA
$308,400
229.67
Proposal 4
American Landscape, Inc.
Canoga Park, CA
$288,000
224.00
Proposal 5
Marina Landscape Services,
Inc.
Santa Clarita, CA
$247,200
216.67
In reviewing proposals, the evaluation team awarded the highest score to Stay Green, Inc. (Stay
Green). The evaluation team determined that Stay Green's proposal offered the best overall value
to meet the landscape maintenance needs within the LMD Zone T51 area. Stay Green's proposal
dedicates 48 monthly hours of management staff time to overseeing zone operations, and
provides a strong overall team composition and maintenance rotation schedule that positions
them for success in managing landscape services in the LMD Zone T51 area.
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Based on operational experience with this landscape zone, staff recommends increasing the
authorized annual amount associated with this contract by $37,044 to provide additional
expenditure authority for unscheduled repairs and as -needed work. It is important to note that
hourly costs for unscheduled services are limited through the proposal specifications, and as -
needed work does not represent any guarantee of compensation under the terms of the
recommended contract.
By authorizing as -needed contract expenditure authority using this method, the City Council is
able to utilize LMD assessments generated by property owners in a cost-effective and
responsible manner. All as -needed work authorized under these contracts will continue to require
advance review and approval by the City's Landscape Maintenance Administrator.
In addition to serving as the incumbent landscape contractor for LMD Zone T51, staff has
completed a due -diligence review of Stay Green's professional references and determined their
work meets the City's standards and performance expectations. Based on the above, staff
recommends awarding the contract to Stay Green, Inc.
ALTERNATIVE ACTION
1. Do not award contract to Stay Green, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund associated with this action. The recommended action
requires an ongoing expenditure increase in the annual amount of $8,834 from the Landscape
Maintenance District Fund 357 to Account No. 12553-5161.010 to support recurring landscape
maintenance services for Zone T51.
ATTACHMENTS
Stay Green LMD 20-21-01 Bid Response (available in the City Clerk's Reading File)
LMD 20-21-01 Request for Proposal (available in the City Clerk's Reading File)
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Proposal For
Landscape Maintenance
Zone T51 Valencia High School
LMD-20-21-01
Name: Grant Clack Date: August 18, 2020
Sign:
26415 Summit Cirde, Santa Chan a, CA 91350 , (800) 858--5508 - Nmw.smygreen.cofn
REQUEST FOR PROPOSALS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone TS1— Valencia High School
Proposal responses must be received electronically before 11:00 AM on August 18, 2020, by the Purchasing Agent
of the City of Santa Clarita. Electronic bids may be viewed at:
www. Bid Netdi rect.com//cityofsantaclarita
Purchasing Contact:
Danielle Marquez
dmarguez_@santa-clarita.com
(661) 255-4936
1. Solicitation documents for this proposal may be downloaded from the City's Purchasing BidNet website at
www.BidNetdirect.com//cityofsantaclarita. Please refer to the solicitation documents for complete details
and proposal requirements.
2. Proposer shall honor proposal prices for One Hundred Twenty (120) days or for the stated contract period,
whichever is longer.
3. Proposals must include this Request for Proposal form and be signed by the contractor's authorized
representative. This signature acknowledges the proposer has read and understands the requirements
contained on the pages of this RFP.
4. The last day for questions will be August 11, 2020, 11:00 AM. Questions should be submitted electronically via
BidNet: www.BidNetdirect.com//cityofsantaclarita
5. The vendor is responsible for the accuracy and completeness of any solicitation form not obtained directly
from the City.
6. The specifications in this notice shall be considered a part of any contract made pursuant thereto.
I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned
agrees to furnish the commodity or service stipulated on this proposal as stated above.
Company: Stay Green Inc.
Name (Print): Grant Clack
Signature:
Title of Person Signing Proposal: Branch Manager
Address: 26415 Summit Circle Santa Clarita, CA 91350
Company Phone No.: (661) 291-2800
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Fill out this form completely and return with your bid. Pricing must be entered into line item section of
BidNet. If the number entered on this page conflicts with what is entered on BidNet, the number
entered on BidNet shall govern.
Item Project Site
1. LIVID Zone T51
Column A
Monthly Maintenance Cost
$ 15,435.00 x12mo
Total (add lines in Column B)
Total proposed amount annually, in legibly printedwords:
Column B
Annual Maintenance Cost
$ 185,220.00
$ 185,220.00
one hundred eighty five thousand, two hundred twenty dollars and zero cents
EXHIBIT 131: ADDITIONAL PRICING
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Do NOT include this pricing in the cost of your bid response.
Pricing and Billing Schedule Detail
Hourly labor rates to be used in performing the work required in the specifications for annual
landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in
evaluating cost estimates for "additional" or "extra" work requested by the City under this contract
when applicable.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed below:
Skill Level Hourly cost After -hour emergency
Irrigation Laborer
Landscape Laborer
QAC/QAL Herbicide and Pesticide Applicator
$40.00 per hour
$30.00 per hour
$30.00 per hour
Please initial to verify acknowledgement of laborrates - GC (initial)
$60.00 per hour
$45.00 per hour
N/A
EXHIBIT 132: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Do NOT include this pricing in the cost on the of your RFP response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These
rates may be used in evaluating cost estimates for additional work requested by the City under thiscontract.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
1
Price for maintenance of
1 square foot
$ .020
500 sq. ft.
$ 10.00
landscape with turf.
2
Price for maintenance of
1 square foot
q
$ .020
1000 sq. ft.
$ 20.00
landscape with trees, shrubs,
and ground cover.
3
Price for maintenance of
1 square foot
$ .020
500 sq. ft.
$ 10.00
landscaped, irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates may be
used in evaluating cost estimates for additional work requested by the City under this contract.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
4
Price for Installation of one
leach
$10.00
(5) Five
$ 50.00
(1) gallon shrub.
5
Price for Installation of five
(5) gallon shrub.
leach
$ 31 .00
(5) Five
$ 155.00
6
Price for Installation of
leach
$ 91.00
(5) Five
$ 455.00
fifteen (15) gallon shrub.
7
Price for Installation of
leach
$ 125.00
(5) Five
$625.00
fifteen (15) gallon tree.
8
Price for installation of
twenty-four inch (24-inch)
leach
$ 395.00
(2) Two
$790.00
box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
1) The last six (6) months of tailgate safety meeting sign -in sheets and topics covered must be
made available UPON REQUEST. (Do not send with proposal submission at thistime.)
2) In the year of 2019, what was the longest stretch of days worked without an accident in the
landscape maintenance division?
365 Days
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal -OSHA.
4) Please provide any sustained complaints made to your company within the past four (4) years to
the California State Contractor Board in regards to your C-27license.
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Please explain what policies or procedures you and your company will provide to insure your team will
proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company
the best for this service area and how does your company stand out from others?
Stag Green prides itself on its proactive approach in how it manages its landscape_ Almost 50 gears in the business has given
the company and its employees a deep understanding of when and how things need to happen in your landscape. Stay Green's
management team regularly advises our HOA and LMD contacts about seasonal requirements such as fertilizing, overseeding,
planting, etc. well before they need to happen. Our crews are all expertly trained in use of a wide variety of chemicals and
pre-emergents. This helps to both eliminate and prevent weeds, treat or prevent plant and tree diseases, and overall enhance the
quality and health of your landscape. Our crews and managers work together to constantly update our clients to let them know
what is going on in their properties. We become their extra set of eyes to see and report problems before they become serious,
and to provide solutions to those problems. All of our crews and irrigation techs are given smartphones with the ability to text,
send and receive photos and emails, and make sure they are always one phone call away if needed. This allows us to be as
efficient as possible in the field. Our crews cover a large percentage of the Santa Clarita Valley which means that they are able to
see things on a daily basis that may otherwise slip through the cracks. We pride ourselves on teamwork. All of our crews look at
each other's jobs and report anything they see to make sure we stay proactive, not reactive.
*Attach additional pages as necessary.
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
The City of Santa Clarita has adopted a Disadvantaged Business Enterprise (DBE) Program to support federally funded procurements. The City strongly
encourages the participation of small and Disadvantaged Business Enterprises in its federally funded projects and this site is intended to provide assistance to
such businesses. Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or
labor or render service in excess of % of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid: DBE status, age of firm and annual
gross receipts are required if sub -contractor is participating as a DBE. If no Subcontractors will be used fill out the form with NA. Please add additional sheets
if needed.
Subcontractor
N/A
DIR Registration No.
Dollar Value of Work
Age of firm:
PAP. c5 P}e
Certifying AgeneW.
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
N/A
DIR Registration No.
Dollar Value of Work
Age of firm:
DBE! Yes P}e
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
N/A
DIR Registration No.
Dollar Value of Work
Age of firm:
DBE! Yes P}e
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public
Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform
public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is
authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is
registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
EXHIBIT F: REFERENCES
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
The following are the names, addresses, and telephone numbers of three public agencies for which
the proposed company has performed work of a similar scope and size within the past five (5) years. The
references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in
the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the
ability to complete work of the type and scope being proposed under the terms of this contract. If
necessary, more than three (3) references can be submitted to demonstrate these qualifications. If the
instructions on this form conflict with the references requested in the scope of work, the scope of work
shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your
proposal.
1._ Name and Address of Owner / Agency
Emilio Blanco 1 (805) 583-6437
Name and Telephone Number of Person Familiar with Project
$ 37,000.00 / month Maintenance 2018
Current Contract
Contract Amount Type of Work Date Started
Date Completed
2._ Name and Address of Owner / Agency
Gio Amador 1 (562) 417-6902
Name and Telephone Number of Person Familiar with Project
$ 34, 780 / month Maintenance 2012
Current Contract
Contract Amount Type of Work Date Started
Date Completed
3._ Name and Address of Owner / Agency
Juan Hernandez 1 (310) 544-5221
Name and Telephone Number of Person Familiar with Project
$100,000 / month Maintenance 2014
Current Contract
Contract Amount Type of Work Date Started
Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from
whom BIDDER intends to procure insurance bonds:
Lockton Insurance Brokers, LLC 1 725 S Figuora Street, 35th FL, Los Angeles, CA 90017-5524 1 (213) 689-0065
EXHIBIT G1
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Provide inforirnation on, any and all applicable cr�ewinneirnlbe�rs. Tlhiiis includes the si.apei,Vis�or�, drew ffo�r�eirna,in„ ce�rti�ffied
ariboriust (if appl�icahle), clheniJca�l alplpllkator, irrigation slpecialhl st„ etc�.
p), Nanl�e
Grant Clack J013 Tit le Branch Manager
L ice im se s, f Ce rt iuffiuc,a-t es
Qualified Applicators License & Irrigation Technician Certificate
Dave Colburn Account Manager
2), Nani,e Job Tit Ie
Liceimses,fCertiJffiocates Qualified Applicators License, Irrigation Technician Certificate & WeatherTrak Certified
Eleazar Gallardo Jlol� TiutleProduction Manager
,
Irrigation Technician Certificate
Lice in se s,/Ce rt iJffiocates
4), Nanl�e
Jose Romero Job Tit le Irrigation Technician
L ice im se s; f Ce rt iuffiuc,a-t es Irrigation Technician Certificate
Romerico Herrera Crew Leader/Foreman
5), Nani,e Job Tit Ie
Spray Tech Certification
L ice im se s; f Ce rt iuffiuc,a-t es
Jesus Arreguin Gardener
�,�� P�lanl�e Job Tit le,
Spray Tech Certification
Lice in se s,/Ce rt iuffiucate�s
7') Nan1(e
Juaquin Arevalo Gardener
JI�I� Tiutle,
LicensesfCertiJffiucates Spray Tech Certification
EXHIBIT G1 (Continued)
PROPOSAL #LK8D-2O-21-01
Maintenance Of LMD Zone T51 — Valencia High School
8) NannJeeuenounguez
Sean McCormick
g) Name
Uremaoo/Certifioatou
Spray Technician
Job Title
Qualified Applicators Certificate
#we1o1aea
Job Title Tree Care m �nnouManager
nmueb�� ����o��o�x���r
IO) 0�nn Job Title
Licemses/Certif icetes
Steve Seely Teeoae�ammManager
11)Nmno Job Title
oemn���r�
Lioemses/Ce�i�cate
12) Name Job Title
Licemuey/Certificetes
13) Name Job Title
Licenses/Certificates
14) Name Job Title
Urem000/Certifioatou
15) Name Job Title
Liremaoo/Certifioato
*Attach additional pages as necessary for additional personnel.
PYWIRIT r.7
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51 — Valencia High School
Supervisors
Crewimembeir Tit I e Account Manager Oty. of Weekly, Hours, 8
Crewime,mbeirTiut�le Production Manager Qy. of Weekly, Hours 6
Crewime,m beir Title Branch Manager Qt"y. of Weekly Hours 2
Ci,e vi, # 1
Cre,wirn e r7n heir Tit] e Crew Leader/Foreman O�y. of Weekl-y Hlouirs, 40
Crewimembeir Title Gardener Qy. of Weekly, Hours 40
Crewim e,m b eir Tit] e Gardener Q�y. of meekly' Hours
40
Crewimembeir Tit I e Qy. of Weekly, Hours,
Crewim e,m b eir Title, Qy. of Weekly, Hours
Ci,e w, #2
Crewimembeir Title Irrigation Technician
Qty. of Weekly Hours, 15
Crewimem beir Title Spray Technician
Qty. of Weekly Hours, 6
Crewimem beir Title Certified Arborist
Qty. of Weekly Hours, 2
Crewimem beir Title
Qty. of Weekly Hours,
Crewimem beir Title
Qty. of Weekly Hours,
Sp,edadlty PosR[oins
Crewim e,m b eir Title, Qy. of Weekly, Hours
Crewimembeir Title Qy. of Weekly, Hours,
Sp,eciia,fty Pos[fioins
Crewim e,m b eir Title, Qy. of Weekly, Hours
Crewime,mbeir Title Qty. of Weekly, Hours,
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Additional equipment requirements for work within proposed Landscape Maintenance District or the ability
of Contractor to rent/lease at no additional cost:
• Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover
large turf areas
• Proper equipment required to perform pruning tasks including hand pruners, toppers, saws,
pole pruners and chainsaws
• Commercial Grade Battery Powered Leaf Blowers
• All maintenance supplies for proper equipment operation
• Garden Spading Forks
• Shovels
• Rakes
• Scoop Shovels (various sizes and shapes)
• Commercial Grade Chipper
• Safety equipment such as head, eye, and ear protection, work boots. Body protection such
as chaps should also be used when operating chainsaws
• Irrigation controller remotes and transmitters; particularly WeatherTrak
• All the required tools and equipment to make minor and major irrigation repairs
• All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal -OSHA approved
Pleaseinitialto verify acknowledgement of equipment requirements - GC _(initial)
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Provide linformation on tine certitied arboril t, chemilctil ap li atour, Irll"iga lol'7 spacialist, crew
foreman,, IIVndu(bng nla nnew Cel'fIfIEmflon said hietheVr star: Cr sub oIlntractor,
Staff
t
Grant Clack I Qualified Applicators License I Staff
....... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _..... ...... _...... ..... _.... _..... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _...... ..... _...... ..
Dave Colburn I Qualified Applicators License I Staff
....... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _..... ...... _...... ..... _.... _..... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _...... ..... _...... ..... _...
Jesus Rodriguez I Qualified Applicators Certificate I Staff
....... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _..... ...... _...... ..... _.... _..... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _...... ..... _...... ..... _.... _..... ...... _....
Steve Seely I Certified Arborist I Staff
....... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _..... ...... _...... ..... _.... _..... ...... _..... ...... _.... _...... ..... _
.� Jose Romero I Certified Irrigation Technician I Staff
Romerico Herrera I Foreman I Staff
....... ...... _..... ...... _.... _...... ..... _...... ..... _...... ..... _.... _..... ...... _...... ..... _.... _..... ...... _..... ...... _.... _.....
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INTRODUCTION & BACKGROUND:
Stay Green Inc. is prepared to continue maintaining the highest quality standards in the City of Santa
Clarita Zone T-51. Sustaining 50 years of experience in the landscape industry and many similar projects, Stay
Green prides themselves on winning numerous achievements and beautification awards through the CLCA and
NALP. With a great portion of our crews saturating the Santa Clarita Valley, we are able to survey and spot
concerns that may otherwise be missed.
SCOPE OF WORK:
Stay Green is the current contractor for this LIVID Zone and is very familiar with the scope of work. Our
management team remains proactive in reminding all HOA & LIVID clients about seasonal requirements such
as fertilizing, overfeeding, planting and brush clearance, while our maintenance crews, crew leaders and
irrigation technicians are efficiently trained. The project will be run by a Production Manager scheduling and
managing the crews on a daily basis, an Account Manager with whom a city representative will stay in contact
with, a Branch Manager to oversee all activity, a Crew Leader to take direction from the management team to
guide his crew, an Irrigation Technician to tend to any irrigation issues as quickly and efficiently as possible and
a Spray Technician for weed and pest abatement.
SCHEDULE:
Stay Green proposes a one month rotation schedule throughout the Zone to ensure all areas are
reached. High profile areas in the Zone will be maintained weekly. We plan on maintaining above satisfactory
landscape with monthly job walks and continued open communication with the monitor. Stay Green also has
seasonal procedures in place to ensure our efforts are focused on matters fitting the weather and growth
patterns occurring at all times.
PERSONNEL, EQUIPMENT AND FACILITIES:
All equipment necessary to complete routine maintenance such as, but not limited to, mowers,
blowers, weed eaters, backpack sprayers and hand tools will be provided by Stay Green. Our crew size and
management teams here at Stay Green allow us to remain proactive and give us the opportunity to tend to
areas of concern before they are a problem. It will also promote rapid responsiveness to any immediate issues
that arise.
Stay Green Inc.
26415 Summit (],irde, &mml, Umu ica„ CA 91350 « (800) 58-508 - (661) 291-; 800 - Faux: (661) I(G"; -2089
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July 27, 2020 -
August 2, 2020
July 2020
SuMo TuWe Th Fr Sa
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19202122232425
26 27 28 29 30 31
August 2020
SuMo TuWe Th Fr Sa
1
2 3 4 5 6 7 8
9 10 11 12 13 14 15
161718192021 22
23 24 25 26 27 28 29
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Monday, July 27 Tuesday, July 28
7:00am - 3:00pm Main Corridor And Streets Maintenance (3 Man
7:00am - 11:00am Blow/Clean Streets Paseos (3 Man Crew - 4 Crew, 8 hours) °..:
Hours) O,
11:00am - 11:30am Streets Maintenance (3 Man Crew - 4 Hours),,
Wednesday, July 29 Thursday, July 30
7:00am - 11:00am Main Corridor And Streets Maintenance (3 Man MDWI'r
Crew, 4 Hours) 0 11:30am - 3:30pm Slope Maintenance (3 Man Crew, 4 Hours) i:)
11:30am - 3:30pm Slope Maintenance (3 Man Crew, 4 Hours).
Friday, July 31 Saturday, August 1
IIIIIIII7:00am - 3:00pm Slope Maintenance (3 Man Crew, 8 Hours) (:.>
Sunday, August 2
Dave Colburn 1 8/18/2020 9:36 AM
City Of'
SANTA CLARITA
NOTICE INVITING PROPOSALS
REQUEST FOR PROPOSALS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Proposal responses must be received electronically before 11:00 AM on August 18, 2020, by the Purchasing Agent
of the City of Santa Clarita. Electronic bids may be viewed at:
www, BidNetdirect,com//cityofsantaclarita
Purchasing Contact:
Danielle Marquez
dmarguez@santa-clarita.com
(661) 255-4936
1. Solicitation documents for this proposal may be downloaded from the City's Purchasing BidNet website at
www,BidNetdirect,com//cityofsantaclarita. Please refer to the solicitation documents for complete details
and proposal requirements.
2. Proposer shall honor proposal prices for One Hundred Twenty (120) days or for the stated contract period,
whichever is longer.
3. Proposals must include this Request for Proposal form and be signed by the contractor's authorized
representative. This signature acknowledges the proposer has read and understands the requirements
contained on the pages of this RFP.
4. The last day for questions will be August 11, 2020, 11:00 AM. Questions should be submitted electronically via
BidNet: www.BidNetdirect.com//citvofsantaclarita
5. The vendor is responsible for the accuracy and completeness of any solicitation form not obtained directly
from the City.
6. The specifications in this notice shall be considered a part of any contract made pursuant thereto.
I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned
agrees to furnish the commodity or service stipulated on this proposal as stated above.
Company:
Address:
Name (Print): Company Phone No.:
Signature:
Title of Person Signing Proposal:
PROPOSAL # LMD-20-21-01
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-20-21-01
Maintenance Of LIVID Zone T51— Valencia High School
1. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is
the vendor's responsibility to monitor BidNet for release of the addenda prior to submission of the
quote to make certain the package is complete and all required addenda are included. This
information will be available via BidNet. Vendors are cautioned against relying on verbal information
in the preparation of proposal responses. All official information and guidance will be provided as
part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via
BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed
version submitted with the proposal. If addenda are not signed and submitted with the proposal
response, the proposal may be deemed non -responsive and rejected.
2. AWARDS.
2.1. The City reserves the right waive any informality in any proposal.
2.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the
preparation of the proposal. The City reserves the right to accept or reject all proposals received
as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part
or in its entirety. The City may require the selected consultant to participate in negotiations and
to submit such technical, price, or other revisions of the proposal as may result from negotiations.
The City reserves the right to extend the time allotted for the proposal, and to request a best and
final offer, should it be in its best interest to do so.
2.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to
award elements of the work, independently, and to do portions "in-house." Additionally, the City
reserves the right to award subsequent work on this project based on information presented in
this proposal, without recourse to a separate or subsequent RFP process, should it be in its best
interest to do so.
2.4. The City may make an award based on partial items unless the proposal submitted is marked "All
or none." Where detailed specifications and/or standards are provided the City considers them
to be material and may accept or reject deviations. The list of proposals submitted will be posted
on BidNet, normally within 24 hours.
3. BONDS.
3.1. When deemed necessary by the City, proposal bonds shall be furnished by all vendors in the
amount of at least 10% of the total value of the proposal OR 10 % of the value of the 1st year of
service for service projects, to guarantee that proposers will enter into contract to furnish goods
or services at prices stated. The bonding company must be listed on Treasury Circular 570 and
PROPOSAL # LMD-20-21-01
licensed to operate in the state of California.
3.2. Likewise, a Performance Bond and/or Material and Labor bonds may be required of the
successful vendor when stated in the specification (cash deposit, certified or cashier's check or
money order may be substituted in lieu of either bond).
3.3. Original Bond or Cashier's Check MUST be received AT CITY HALL, 23920 Valencia Blvd., Santa
Clarita, CA 91355, ATTENTION SUITE 120 and marked with the words "PROPOSAL BOND FOR"
and the proposal #, "NO LATER THAN the proposal due date and time, for the vendor to be
considered responsive.
4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the solicitation document does not restrict vendors to the manufacturer or specific
article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality
and utility to those referred to. This exception applies solely to the material items in question
and does not supersede any other specifications or requirements cited. Materials differing from
stated specifications may be considered, provided such differences are clearly noted and
described, and provided further that such articles are considered by a City official to be in all
essential respects in compliance with the specifications.
4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product
please provide the cut sheet/spec sheet or detailed product description for the proposed
product via the BidNet Q&A section. For each product proposed documentation provided must
include a description reflecting the characteristics and level of quality that will satisfy the salient
physical, functional, or performance characteristics of "equal" products specified in the
solicitation. The proposal must also clearly identify the item by brand name (if any), and
make/model number. In addition, the proposal may include descriptive literature such as
illustrations, drawings, or a clear reference to previously furnished descriptive data or
information available to the City, and clearly describe any modifications the offeror plans to
make in a product to make it conform to the solicitation requirements. Staff will provide an
answer via BidNet if the proposed product will be considered.
4.3. Any alternatives or equivalent product proposals must be made prior to the last day for
questions. The City has the option of accepting or rejecting any alternative or equivalent
product. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this
solicitation with the agreement of the successful vendor(s) and the City of Santa Clarita. The lack of
exception to this clause in vendor's response will be considered agreement. However, the City of
Santa Clarita is not an agent of, partner to or representative of these outside agencies and is not
obligated or liable for any action or debts that may arise out of such independently negotiated "piggy-
back" procurements.
PROPOSAL # LMD-20-21-01 3
6. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user
division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
7. INVOICES. Invoices will be forwarded to:
City of Santa Clarita
NS - Special Districts
Attn: Melanie Theisgen
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms
of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.
8. LABOR COMPLIANCE PROGRAM. All Public Works projects are subject to the City's Labor Compliance
Program. The Contractor shall further adhere to the requirements contained in the City of Santa
Clarita's Labor Compliance Program, approved by the DIR for projects with a Solicitation
Advertisement Date of November 20, 2003 or later, and which will become part of the conformed
documents. All pertinent California statutes and regulations, including, but not limited to those
referred to in the City's Labor Compliance Program, are incorporated herein by reference as though
set forth in their entirety. Additionally, the Contractor is responsible for obtaining a current edition
of all California statutes and regulations and adhering to the latest editions of such. Contractor shall
submit certified copy of all Certified Payroll Records (CPRs) with the progress payment on at least
monthly basis to the City.
9. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No BIDDER or subcontractor may be
listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless
registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with
limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)].
No BIDDER or subcontractor may be awarded a contract for public work on a public works project
(awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations
pursuant to Labor Code Section 1725.5. This project is subject to compliance monitoring and
enforcement by the Department of Industrial Relations.
10. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General
Attachments Section.
11. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in
any proposal. The City may reject the proposal of any vendor who has previously failed to perform
properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who
is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any
vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa
Clarita.
12. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this Request for Proposals
PROPOSAL # LMD-20-21-01
will be entered into for an initial two-year term and may be renewed annually, up to three times, in
accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if
the new pricing of the contract does not change more than the Consumer Price Index identified in the
most recently City Council approved City of Sant Clarita Combined Engineer's Report for Landscape
Maintenance Districts.
13. STATE CONTRACTOR'S LICENSE. If requested and in accordance with the provisions of California
Public Contract Code Section 3300, the successful vendor shall submit proof of a State Contractor's
License, C-27 with bid response. Failure to possess the specified license shall render the bid as non-
responsive and shall act as a bar to award the contract to any bidder not possessing said license at the
time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor
may substitute securities for monies withheld by the City to ensure performance under the contract.
14. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the
California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5.
Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor
Code Section 1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates
in the county, or counties, in which the work is to be done have been determined by the Director of
the California Department of Industrial Relations. These wages are set forth in the General Prevailing
Wage Rates for this project, available from the California Department of Industrial Relations' Internet
web site at htt : rnrrn w.di..c: , ou C�If),I. i eVV e etei rrniir tioir.lrtrrn. Future effective eneral
1.....................................................................................g..............."....................................................................................g................................................................................................................................ g
prevailing wage rates which have been predetermined and are on file with the California Department
of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of
the prevailing rate of per diem wages shall be posted at the job site. The Contractor is responsible for
obtaining a current edition of all California statutes and regulations, and adhering to the latest editions
of such.
15. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors that will be used, the
work to be performed by them, and total number of hours or percentage of time they will spend on
the project.
Each BIDDER must submit with his bid the following:
• The Full name of each subcontracting firm as required by Government Code, Sec. 4201, typed or
legibly printed.
• The address of each firm.
• The telephone number at the place of business.
• Work to be performed by each subcontracting firm.
• Total approximate dollar amount of each subcontract.
• If sub -contractor is participating as a Disadvantaged Business Enterprise (DBE), the following
additional information is required on the "Designation of Subcontractors/Subconsultants" form
enclosed:
➢ Status as a DBE, age of the firm and the annual gross receipts.
• Submit the "Designation of Subcontractors/Subconsultants" form enclosed herewith. No Contract
shall be considered unless such list is submitted as required.
PROPOSAL # LMD-20-21-01
Copies of subcontracts will be provided to the City Engineer upon his request.
16. SUBMITTING PROPOSALS.
16.1. The response must be submitted on this form and include all forms provided or
information requested or required by the scope of work or specifications, (uploaded via
BidNet)
16.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal
must be submitted to support the total proposed price.
16.3. Proposals/corrections received after the closing time will not be accepted. The City will
not be responsible for proposals not properly or timely, uploaded. Upon award, all
submissions become a matter of public record.
17. TERMINATION. The City may terminate any purchase, service or contract with or without cause either
verbally or in writing at any time without penalty.
The City of Santa Clarita's "Terms and Conditions" is found on a separate attachment in BidNet.
PROPOSAL # LMD-20-21-01 6
PROPOSAL # LMD-20-21-01
SCOPE OF WORK
PROPOSAL # LMD-20-21-01-01-01-0101
Maintenance Of LMD Zone T51— Valencia High School
EVENT DATE
Solicitation advertisement July 15, 2020
Last day for questions August 11, 2020
Return of proposals August 18, 2020
BACKGROUND
The City of Santa Clarita (City) administers 59 financially independent zones within the Landscape
Maintenance Districts (LMD), providing landscape maintenance services for the LMD operations through
contracts with private companies. Solicitations for proposals to support contract services are made
regularly and often allow an opportunity for multiple zones to take advantage of economies of scale.
The City is currently soliciting proposals for the LMD Zone T51 Valencia High School. These services
include, but are not limited to; mowing, trimming, edging, hand pruning, fertilization, application of
pre -emergent herbicides, weed control, minor tree raising, plant replacements, and cleanup/clearing
of drainage systems. The areas are expected to be maintained at a crisp, clean level of appearance at
California Landscape Contractors Association (CLCA) Industry Standards and all work performed in a
professional manner using quality equipment and materials.
The following general Scope of Work applies to the areas of the City's LMD Zone T51 Valencia High
School. All items in this scope of work, unless indicated as Additional Work, shall be considered as
included in the monthly maintenance cost of each zone. Please consider this when submitting your
proposal. All items indicated as Additional Work shall be requested on an "as needed" basis. This
Contract shall run for two
(2) years with the option for three (3) additional one (1) year renewals.
SCOPE OF WORK
1. GENERAL REQUIREMENTS
1.01 The City of Santa Clarita (City) is soliciting sealed proposals from qualified landscape
maintenance companies (Contractor) for the labor and equipment under the terms of this
Request for Proposal (RFP), to provide for the maintenance services of designated landscaped
areas within the boundaries of Landscape Maintenance District (LMD) Zone T51 Valencia High
School and may include other nearby areas within the City of Santa Clarita. All items in this
scopeof work, unless indicated as Additional Work (Section 4), shall be considered as included in
the monthly maintenance cost of each zone. Please consider this when submitting your
proposal. All items indicated as Additional Work shall be requested on an "as needed" basis.
1.02 Contractor shall furnish all labor, equipment, materials, tools, services and special
skills, i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required for the
provision of grounds, irrigation, and landscape maintenance services as set forth in this labor
and equipment Scope of Work. The manpower required to provide the expected level of
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services indicated in this Scope of Work shall be supplied at all times, regardless of minimum
manpower proposed. In the event seasonal and/or unforeseen circumstances warrant
additional personnel to maintain this Scope of Work, Contractor shall provide additional
resources at no additional cost.
The City requires the landscape contractor to include all labor and equipment for an all-inclusive
contract for landscape maintenance of LIVID zone T51 Valencia Hills. Two separate crews must be
provided with their own vehicles and equipment.
Labor must include at a Minimum:
One irrigation specialist (CLIA trained) 3 days/week 24 hours/week
One full time working foreman/leadman 40 hours/week
Two full time crewmen 80 hours/week
Total weekly labor minimum hours 144 hours/week
1.03 Contractor will be expected to uphold the highest standards of quality and performance
in maintenance of plant material, natural areas, hardscape, and irrigation systems. The LIVID
areas covered by this Agreement shall be maintained at a crisp, clean level of appearance at
California Landscape Contractors Association (CLCA) Industry standards and all work shall be
performed in a professional manner using quality equipment and materials.
1.04 The landscape areas include, but are not limited to: irrigated and landscaped areas; fire
protection slopes and natural areas, shrubs, trees, ground cover and turf which may be irrigated
by electrically controlled automatic or manual systems. Maintenance of landscape shall include,
but not be limited to: mowing, trimming, edging, hand pruning, fertilization, brush clearance,
application of pre -emergent herbicides, weed control, disbursement of mulch, minor tree lifting,
dead plant removal, plant replacements, and cleanup/clearing of drainage systems. It is the
intent of this Scope of Work to provide plant material maintenance methods to keep all areas
weed free, trash free, and in an overall state of good health.
All locations shall be maintained with nothing but the highest of industry standards at no less
than the frequencies provided in the proposal submission by Contractor.
1.05 City LIVID Administration staff, consisting of the Landscape Maintenance Specialist,
Project Development Coordinator, Landscape Maintenance Administrator, Special Districts
Manager or the Deputy City Manager or his qualified representative, shall herein be described
as 'Special Districts.'
1.06 Contractor must provide labor and equipment for landscape, grounds and irrigation
maintenance services including, but not limited to:
a. Maintenance of turf areas;
b. 85% hand pruning and 15% mechanical;
c. Fertilization;
d. Aeration;
e. Verticutting;
f. Over -seeding;
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g. Top dressing;
h. Trimming of turf, shrub areas, and ground cover;
i. Edging turf and keeping minimum eighteen (18) inch clearance from fence lines
behind homes;
j. Irrigation; inspection, maintenance, and minor and major repairs, see sections
17.01g and 22.01 thru 22.09;
k. Hand watering (as necessary);
I. Bleeding of valves necessary during emergencies and/or when automatic systems
are not functioning properly;
m. Pruning of shrubs and trees (first twelve (12) feet of trees and as agreed), including
for trees structural pruning standards established by the International Society of
Arboriculture (ISA) and ANSI 300 Best Management pruning practices;
n. Manual weed abatement;
o. Chemical weed control;
p. Disease control;
q. Pest control;
r. Mulching (City provided mulch); will be disbursed by Contractor at their expense;
s. Maintenance of fire protection/fuel modification areas;
t. Marking underground irrigation lines and other LIVID equipment upon Dig Alert
notification and/or other requests;
u. Artificial turf maintenance;
v. Traffic control (per Watch Manual) while working in the public right of way,
medians, and parkways;
w. Litter pickup, doggie litter removal, trash bags removed and replaced from
receptacles (City provided dog waste bags and trash bags — when trash bags are not
provided they are reimbursable at cost +15%);
x. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as
proposed at minimum and as necessary to provide the expected level of
maintenance.
y. Hardscape Maintenance (i.e.: sweeping or blowing down concrete, gum and litter
removal, crack and/or gutter weed abatement, and removal of weeds within 18" of
a fence or wall);
Provided in Attachments A & B are examples of Maintenance Program Guides. They are to serve
as a guideline for proposal purposes only. Contractor shall submit within their proposal a "Team
Composition" and "Rotation Schedule" that must satisfy at the very least the requirements set
forth in Section 1.02 and will serve as the expected minimum monthly requirements. The
minimum is only acceptable once all field conditions reflect the expectations of the Scope of
Work herein. Contractor is expected to supply sufficient resources at all times to meet or exceed
expectations.
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1.07 Inclement Weather and Adverse Conditions
a. Contractor shall not perform any operations during unsafe working conditions
which may risk individuals or result in damage to property/landscape.
b. Unless determined to be an unsafe working condition, on days of light
precipitation and/or forecasted rain the contractor shall continue to be present as
scheduled performing alternative tasks, such as but not limited to the following;
monitoring of drainage devices, drain inlet clearing, maintaining/cleaning of walkways,
debris removal within planting areas, hand pruning of shrubs, etc., or as directed by
Special Districts.
c. During periods of extremely adverse and inclement weather, the Contractor
shall be present as scheduled performing inspections of the maintained areas,
maintaining drainage devices for proper flow, as well as monitoring the overall state of
the site and reporting any concerns in regards to safety and property during regular
assigned hours.
d. Contractor shall report any storm damage or issues related to inclement
weather/ adverse conditions to Special Districts within 24 hours of occurrence. All storm
damages must be photo documented prior to any removal or clean up. If remedial work
is required beyond the scope of the contract, it may be paid as additional work upon
approval by Special Districts.
1.08 Contractor recognizes that during the course of this Agreement other activities and
operations may be conducted by alternative contracted parties. These activities may include,
but are not limited to:
a. Landscape refurbishment; tree, shrub, and ground cover installation;
b. Irrigation system refurbishment and/or repair;
c. Construction and/or storm related operations;
d. Emergency response operations;
e. Electrical repairs;
f. Tree Trimming / Tree planting / Tree counting;
g. Concrete removal and replacement, block wall and brick repairs;
h. Fence installation and repairs, wood, vinyl, and Crete Rail;
Artificial turf installation;
Integrated pest management / Chemical applications to trees;
k. Streetscape furniture cleaning and pressure washing of walkways and
appurtenances.
I. Turf removal
At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
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1.09 When notified of a landscape or irrigation emergency during the hours and days of
maintenance service as identified in Section 10, Contractor shall respond by phone and/or text
message to the Landscape Maintenance District Monitor and/or Special Districts Office within
fifteen (15) minutes of notification. When notified of an emergency outside of the normal hours
and days of maintenance service, Contractor has thirty minutes to respond by phone or text to
the Landscape Maintenance District Monitor and/or Special Districts. If personnel and
equipment are necessary for the emergency, Contractor must have these resources available
within 2 hours. Upon arriving at an emergency situation, it shall be the responsibility of
Contractor to eliminate all unsafe conditions which would adversely affect the health, safety, or
welfare of the public. See section 10.04 for consequences for failure to comply.
1.10 Contractor shall clearly identify and equip each vehicle used within the City of Santa
Clarita with decals on the exterior right and left front door panels identifying Contractor's name,
and phone number. Contractor shall require each employee to adhere to basic public works
standards of working attire. Uniforms (matching pants and shirts), proper shoes, safety vests
and other gear required by State Safety Regulations (OSHA) shall be properly exhibited. Shirts
shall be buttoned and worn at all times.
1.11 Contractor and employees shall at all times dress in a company uniform that identifies
their employer and exhibit good customer service to City staff, City contracted staff, residents,
and the general public throughout the term of this contract. All communication will be
professional in manner between all parties. The City will employ consulting Landscape
Maintenance Monitors. These consultant monitors will be treated the same as other Special
Districts staff. Failure to properly and respectfully communicate may be cause for contract
termination.
1.12 The company shall provide a minimum of three (3) references within the proposal
response. The references shall demonstrate that the company (proposer) has a minimum offive
(5) years' experience in the landscape maintenance field, experience maintaining site areas of
twenty (20) acres or larger, and the ability to complete work of the type and scope being
proposed under the terms of this contract. If necessary, more than three (3) references can be
submitted to demonstrate these qualifications. While staff employed by the company's
(proposer's) time and experience in the industry is beneficial, and will be considered in the
overall scoring of the proposal, it shall not be used as a substitute for the company's
(proposer's) overall time in the industry. If the references provided do not meet our minimum
requirements, the proposer shall be deemed non -responsive and their proposal will not be
considered.
1.13 Contractor's employees and/or representatives shall be thoroughly trained and
experienced in the computer based central operating systems of WeatherTrak irrigation control
systems, and all other corresponding equipment. Should Special Districts choose a different
controller manufacturer, Contractor shall make available employees or representatives for
product training at no additional cost to City.
1.14 Contractor shall provide cellular communication to each crew foreman and have the
ability to connect to City Monitors and Special Districts representatives.
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1.15 Contractor, and/or Subcontractors, must possess the following licenses at time of
proposal submission; C-27 California Landscaping Contractor License. Contractor or
Subcontractor must identify a staff member certified or licensed as a qualified applicator
through the California Department of Pesticide Regulation. Contractor shall (when required)
have an Arborist identified by the International Society of Arboriculture (ISA)/ or have a contract
with a Certified Arborist on an as -needed basis. Contractor must submit copies of the licenses.
and certificates or Subcontractor information sheets, indicating licenses held at the ti
proposal submission.
1.16 Contractor will be required to obtain and pay for any permits that may be required for
the performance of any tasks under this contract with the exception of oak tree permits.
2. LANDSCAPED AREAS TO BE MAINTAINED
2.01 The LIVID areas to be maintained under the provisions of this Agreement are specifically
identified in Attachments C & D (Inventory List and Area Map).
2.02 Contractor must acknowledge personal inspection of the Zone's irrigation system and
planted areas. Contractor must also evaluate the extent which the physical condition thereof
will affect the services to be provided. Contractor accepts the premises in their present physical
condition, and agrees to make no demands upon LIVID for any improvements or alterations to
irrigation, and landscaped areas thereof. Contractor agrees to possess the ability to maintain
LIVID areas within the provision of this proposal, to the standards set forth herein, without
modification, improvement, or alteration.
2.03 Estimated square footages are provided by LIVID for all areas to be maintained on the
attached Attachment C (Inventory List). However, these estimates are for reference only and
it is the responsibility of Contractor to verify by inspection and observe the various areas'
characteristics.
3. CERTIFICATIONS/REPORTS/RECORDS
3.01 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing
Wage Certification Report which shall be made available to LIVID upon request. Contractor shall
provide the required information in a form acceptable to Special Districts. The City is requesting
that one monthly bill be submitted by Contractor to Special Districts for the maintenance.
3.02 Maintenance Function Report: Contractor shall maintain and keep current a report that
records when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable
to Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form
that is unacceptable to Special Districts.
3.03 Certification of Specialty Type Maintenance: When applicable, Contractor shall include
with the monthly invoice those specialty type maintenance items completed. The following
information shall include but not be limited to:
a. Quantity and complete description of all commercial and organic fertilizer(s) used.
U061aeW1I:AIAIQKIMIi7
b. Quantity and label description of all grass seed used.
c. Quantity and complete description of all soil amendments used.
d. A valid licensed California Pest Control Advisor's recommendations and copies of
corresponding Agricultural Commissioners Pesticide Use Reports signed by a
licensed California Pest Control Operator for all chemical, disease and pest control
work performed. The report shall be accompanied by a listing of each material
used, quantity used, and the location of use, the date used, the applicators name
and the license number.
3.04 Company Financial Records: Contractor may be required to supply the City with their
financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.05 Violation Records: The awarded Contractor shall not have two (2) or more Cal -OSHA
sustained complaints or four (4) or more California State Contractor Board sustained complaints
within the past four (4) years. A proposal response from the awarded vendor that does not meet
these requirements may be considered a non -responsive proposal, and the City of Santa Clarita
will proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
4. ADDITIONAL WORK
4.01 Special Districts may arrange for additional Contractor personnel to cover Additional
Work needed. All items in this scope of work, unless indicated as Additional Work, shall be
considered as included in the monthly maintenance cost of each zone. The need for Additional
Work may be due to extraordinary incidents such as vandalism, Acts of Nature or third party
negligence for which Contractor will be compensated. Regularly occurring "bad weather" is not
considered an Act of Nature for the purposes of this contract.
4.02 Prior to performing any additional (or extra) work, Contractor shall prepare and submit
a written description of the work with an estimate including the hours and skill level of labor
and a list of materials. This written description and estimate (or proposal) shall be provided
within 72 hours of request. No work shall commence without the written authorization from
Special Districts. Labor rate for Additional Work shall not exceed the labor rate identified on the
Additional Pricing Sheet #1. The City of Santa Clarita will pay Contractor's price for materials
plus no more than a 15% mark up. Contractor will maintain and submit copies of invoices to
demonstrate Contractor's cost.
4.03 When a condition exists wherein there is imminent danger of injury to the public or
damage to property, Special Districts may verbally authorize the work to be performed upon
receiving a verbal estimate from Contractor. However, within 24 hours after receiving such
verbal authorization, Contractor shall submit a proposal to be approved by Special Districts.
4.04 All additional (or extra) work shall commence on the specified date established, and
Contractor shall proceed diligently to complete said work within the time allotted. All invoices
submitted by Contractor for Additional Work shall include a detailed itemization of labor and/or
materials and specific zone(s) identified. There should be one invoice for each approved
proposal for Additional Work, a copy of which to be submitted with the invoice by Contractor.
All invoices for Additional Work and items must be submitted biweekly to Special Districts.
U061aeMylI:AIAIQKIMI i7
5. CONTRACTOR'S LIABILITIES
5.01 All damages resulting from Contractor's operation within the LIVID areas shall be
repaired or replaced at Contractor's expense within 48 hours.
5.02 All such repairs or replacements shall be completed within the following time limits.
a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
b. All damages to shrubs, trees, or ground cover shall be repaired or replaced within
five (5) working days or sooner as directed by Special Districts.
c. All concrete walkway, block walls, light poles, or any appurtenances, shall be
repaired within a reasonable timeframe agreed upon by LIVID staff.
5.03 All repairs or replacements shall be completed in accordance with the following
maintenance practices.
a. Trees Minor damage such as bark lost from impact of mowing equipment shall
be remedied by a qualified tree surgeon or arborist. If damage results in loss of a
tree, the damaged tree shall be removed and replaced at Contractor's expense to
comply with the specific instructions of Special Districts.
b. Shrubs Minor damage may be corrected by appropriate pruning as required in
Section 18, "Shrub and Ground Cover Care," of the Scope of Work. Major damage
shall be corrected by removal of the damaged shrub and replacement to comply
with the provisions in Section 18 "Shrub and Ground Cover Care" of the Scope of
Work.
c. Chemicals Any damage resulting from chemical operations, either spray -drift or
lateral -leaching shall be corrected in accordance with the aforementioned
maintenance practices. Any soil damaged from chemical application shall be
reconditioned or replaced.
6. INTERPRETATION OF THE MAINTENANCE SCOPE OF WORK
6.01 Should any misunderstanding arise, Special Districts will interpret this Agreement. If
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District's interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review
Panel as provided hereinafter. The written request shall outline in detail the area ofdispute.
6.02 The Disputes Review Panel will be appointed by Special Districts and will be composed
of not less than three (3) Qualified personnel or representatives having experience in the
administration of grounds maintenance contracts. The panel will convene within one (1) week
of appointment in order to hear all matters related to the dispute. The hearing will be informal
and formal rules of evidence will not apply. The Panel will submit its recommendation to Special
Districts for consideration, within one (1) week following the conclusion of the hearing. Special
Districts shall render an interpretation based upon review of the Panel's recommendation.
Special Districts' decision shall be final.
U061aeW1I:AIAIQKIMIi7
7. OFFICE OF INQUIRIES AND COMPLAINTS
7.01 Contractor shall at all times, have some responsible person(s) employed by Contractor
to take the necessary action regarding all inquiries and complaints that may be received from
the Homeowners Associations, property owners, and tenants within said LIVID or from Special
Districts personnel, representatives or patrons using the facility. This person(s) shall be
reachable 24 hours per day. An answering service (answered by a live person) shall be
considered an acceptable substitute to full time coverage, provided Contractor is advised of any
complaint within one (1) hour of receipt of such complaint by the answering service. Neither
answering machines nor voicemail are acceptable. The telephone of said Contractor shall be on
the exchange or exchanges of said District(s) or a toll -free number, and in no case shall the
people of said District(s) be required to pay a toll charge to telephone said Contractor. During
normal working hours, Contractor's Foreman or an employee of Contractor, at the supervisory
level, who is responsible for providing maintenance services, shall be available for notification
by telephone or text communication.
7.02 Whenever immediate action is required to prevent impending injury, death, or property
damage to the LIVID being maintained, Special Districts may authorize such action to be taken by
a third -party work force and shall charge the cost thereof as determined by the Administrator,
against Contractor, or may deduct such cost from an amount due to Contractor from Special
Districts.
7.03 Contractor shall maintain a written log of all complaints, the date and time thereof, and
the action taken pursuant thereto or the reason for non -action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
7.04 All complaints shall be addressed as soon as possible after notification; but in all cases
within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24
hours, Special Districts shall be notified immediately of the reason for not resolving the
complaint followed by a written report to Special Districts within five (5) days. If the complaints
are not resolved within the time specified or to the satisfaction of Special Districts, Special
Districts may correct the specific complaint and the total cost incurred will be deducted from
the payments owing to Contractor from Special Districts.
8. SAFETY
8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to
meet all California Landscape Industry Standards for safe practices during the maintenance
operation for medians and parkways and to safely maintain stored equipment, machines, and
materials or other hazards consequential or related to the work; and agrees additionally to
accept the sole responsibility for complying with all local, City, State or other legal requirements
including but not limited to, full compliance with the terms of the applicable O.S.H.A. and
CAL-O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's
employees, agents of the City, vendors, members of the public or others from foreseeable
injury, or damage to their property. Contractor shall inspect all potential hazards at the LIVID
areas covered by this Agreement and keep a log indicating date inspected and action taken.
8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that
:t•� 1•�y � �: � � ��i ubz�b� �
renders any portion of the LIVID premises unsafe, as well as any unsafe practices occurring
thereon. Special Districts shall be notified immediately of any unsafe condition that requires
major correction. Contractor shall be responsible for making minor corrections including, but
not limited to:
a. Filling holes in turf, planting areas, and paving;
b. Using barricades, signs, caution tape or traffic cones to alert patrons of the
existence of hazards;
c. Replace valve box covers so as to protect members of the public or others from
injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or
death occurring on the premises, including a complete written report thereof to Special Districts
within five (5) days following the occurrence.
8.03 Under the circumstance that landscape maintenance work be performed in a Caltrans
right of way; including but not limited to freeway onramps and off -ramps; Contractor shall
adhere to the safety requirements in the Caltrans Maintenance Manual/Protection ofWorkers.
8.04 Contractor and employees are required to complete and pass, by start date of contract, a
SCRRA Third Party Construction and Utility Workers Safety Training Program if the LIVID Zone up
for proposal includes a SCRRA right of way.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.01 The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to
5:00 p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment E) "2020 Holiday Schedule". This applies
to all future Holiday Schedules. A work schedule shall be provided and approved in advance by
Special Districts. No work will be performed on City Legal Holidays (Attachment E) unless
authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or
other mechanical equipment with a decibel level above 65 decibels may not be used before7:00
a.m. within the City of Santa Clarita.
9.02 Contractor shall provide on -site staffing to perform the required maintenance to meet
required California Industry Standards anytime between Monday through Friday. Alternate days
or any changes in the days and hours of operation heretofore prescribed shall be subject to
approval by the Special Districts Division.
10. MAINTENANCE SCHEDULES
10.01 Contractor shall submit a work schedule prior to start of contract. Though a work
schedule is requested as part of the response file for Contractor's proposal, any modifications or
changes must be agreed to prior to start of a contract. Said work schedule shall be set on a
monthly rotational basis, identifying and delineating the time frames for the required functions
PROPOSAL # LMD-20-21-01 10
by the day of the week and time of day. Work schedules shall be reviewed and approved by
LIVID Staff following submittal. City, at its discretion, may impose liquidated damages for each
subsequent day Contractor is delinquent in delivering said work schedule to the Special Districts
Office.
10.02 Contractor shall submit revised schedules when actual performance differs substantially
from planned performance. Contractor is provided the opportunity and procedure for adjusting
scheduling requirements. Contractor has also been provided the opportunity and procedure for
adjusting schedules to meet special circumstances and inclement weather. Said revisions shall
be submitted to Special Districts for review and approval within three (3) working days prior to
scheduled time of work. A written copy of the current City approved schedule must be kept in
the site foreman's vehicle at all times and be available upon request of City Staff or the City's
contracted Landscape Monitor.
10.03 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date
and time of all the following maintenance operations:
a. Fertilization;
b. Turf Aerification;
c. Turf Renovation/Verticutting;
b. Micro-Nutrients/Soil Amendments;
c. Spraying of Trees, Shrubs or Turf;
d. Aesthetic/Structural Tree and Shrub Pruning;
e. Preventative disease control;
f. Transplanting of small and medium sized plants;
g. Lane closures notification for median or parkway maintenance is required;
h. Fire protection of the natural slopes area maintenance. (Contractor at their cost
shall be responsible for all inclusive weed abatement as specified in Section20.)
Other Items as determined by Special Districts
10.04 Failure to complete the work as scheduled or as specified herein may result in the
following actions:
a. A sum of up to five hundred dollars ($250.00) per day will be deducted and forfeited
from payment to the Contractor for each instance where an item of work is not
completed in accordance with the schedule or any portion of the Scope of Work
herein.
b. Deficiencies: An additional amount equal to the cost incurred by completion of the
work by an alternate source, whether it be City forces or separate private
contractor, even if it exceeds the contract unit price, will be deducted from the
Contractor's invoice.
c. These actions shall not be construed as penalty but as adjustment of payment to
Contractor for only the actual work performed or as the cost to the City for
inspection and other related costs from the failure by Contractor to complete the
PROPOSAL # LMD-20-21-01 11
work according to the schedule or Scope of Work.
11. CONTRACTOR'S STAFF
11.01 Contractor shall provide additional personnel and increased frequency of work on site
to satisfy daily and/or weekly requirements for high quality landscape maintenance regardless
of the minimum staffing proposed in Exhibits G1 and G2 and as stated in Section 1.02.
Contractor's staff MUST be employees of Contractor except Subcontractors identified in the
response to this proposal. Contractor must perform all work in accordance with the Scope of
Work set forth herein. Contractor's employees, whether assigned to any one Zone or as part of
a crew serving any number of Zones shall include at least one individual crew foreman who
speaks and comprehends the English language.
11.02 Special Districts may at any time give Contractor written notice to the effect that the
conduct or action of a designated employee of Contractor is, in the reasonable belief of Special
Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet
with representatives of Special Districts to consider the appropriate course of action with
respect to such matter and Contractor shall take reasonable measures under the circumstances
to assure Special Districts that the conduct and activities of Contractor's employees will notbe
detrimental to the interest of the patrons of the LIVID covered under this Agreement.
11.03 LIVID staff reserves the right to require Contractor to provide alternate staff members to
supplement and/or replace staff that is determined to be performing below the expectations of
LIVID. The City of Santa Clarita will maintain sole authority of determining if and when a staff
members' performance falls below these standards. The request for replacement from City staff
is not limited to field crewmembers but also extends to management, supervisors, and
specialized staff. Upon request, Contractor shall provide appropriately qualified alternatives for
selection by LIVID staff as necessary.
12. SIGNS/IMPROVEMENTS
12.01 Contractor shall not post signs or advertising matter upon the premises or
improvements thereon, unless prior approval therefore is obtained from LIVID Special Districts.
13. UTILITIES
13.01 Special Districts shall pay for all utilities associated with the maintenance of the LMDs.
However, water usage shall not exceed the amount required to comply with irrigation schedules
established by Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in
the frequency of irrigation. These activities may include, but are not limited to watering during a
rain storm and/or watering the day after rain and/or watering during a special event. The excess
cost will be determined by comparing current usage with historical usage for the same time
period. The excess to be deducted from payments to Contractor from Special Districts will be
presented to Contractor by Special Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
PROPOSAL # LMD-20-21-01
14.01 Contractor shall not interfere with the public use of the LIVID areas covered underthis
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
15. USE OF CHEMICALS
15.01 The labor associated with the application of chemicals such as herbicides and pre -
emergent will be at Contractor's expense inclusive of this contract. The City of Santa Clarita will
pay Contractor's price for the chemicals plus no more than a 15% mark up. All work involving
the use of chemicals shall be in compliance with all Federal, State, and local laws and will be
accomplished by a Certified Applicator under the direction of a Licensed Pest Advisor.
Contractor, in complying with the California Food and Agricultural Code, shall provide a copy of
a valid Pest Control Operator's License and valid Pest Control Advisor's License, or a copy of said
licenses from a Subcontractor to Special Districts prior to using chemicals within the area.
15.02 A listing of proposed chemicals to be used including; commercial name, application
rates, and type of usage shall be submitted to Special Districts for approval. The listing will be
accompanied by copies of Material Data Sheets (MDS) for all chemicals that may be used in
binder or booklet form. No work shall begin until written approval of use is obtained from
Special Districts. Contractor shall consider the effects chemical application has on the
environment. Contractor shall use the least toxic chemicals in the lowest quantity that will be
effective in achieving the needed result.
15.03 Chemicals shall only be applied by those persons possessing the training in chemical
application or a valid California Applicator's Certificate. Application shall be in strict accordance
with all governing regulations.
15.04 Records of all operations stating dates, times, methods of application, chemical
formulations, applicators names and weather conditions shall be made and retained in an active
file for a minimum of three (3) years. Contractor shall provide a chemical use report and a copy
of the PCA recommendation to Special Districts for each application (site specific) made during
each month. This shall be in addition to the copy of the usage summary that is provided to the
Agricultural Commissioner.
15.05 All chemicals requiring a special permit for use must be registered with the County
Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts.
15.06 All regulations and safety precautions listed in the "Pesticide Information and Safety
Manual" published by the University of California shall be adhered to.
15.07 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent
property and preventing any toxic exposure to persons whether or not they are in or near the
area of application.
16. STORAGE FACILITIES
16.01 Special Districts shall not provide any storage facilities for Contractor. Any Contractors
PROPOSAL # LMD-20-21-01 13
storage facilities must be located outside of the boundaries of the Zone for which landscape
maintenance services are performed, unless Special Districts determines it would be in the best
interests of Special Districts to waive this restriction.
17. TURF CARE
17.01 Contractor shall perform the following services at his sole expense under the terms of
this agreement;
a. Mowing: Adequately sharpened rotary or reel type mower equipped with rollers
must be used, to ensure a smooth surface appearance without scalping.
(1) All warm season grasses (Bermuda and St. Augustine) to be cut at % inch
through 1-inch height throughout the year. Subject to change.
(2) All cool season grasses (Blue Grass and Fescues) to be cut at 1 % inch
and 2 % inches during April through November, and at 2 inches during
December to March of each year. Subject to change.
(3) The mowing heights may be adjusted by Special Districts during periods
of renovation.
(4) Unless mulching mowers are used; all grass clippings will be collected
and removed from the site on the same day the area is mowed. All
clipping removed to be properly disposed of in green waste containers
only.
(5) A mowing schedule will be established and maintained. This schedule
will provide that all areas will be mowed not less than once a week
during summer and once every two weeks during winter. This schedule
will be submitted to Special Districts for approval. Frequency may be
adjusted at Special District's discretion. Refer to items 1 and 2 in this
section for turf length ranges.
(6) Any staining of pathways from mowing operations will be removed the
same day.
b. Edging: With each mowing, the edge of the grass along sidewalks, curbs, shrub,
flower beds, and walls shall be trimmed to a neat and uniform line. Where trees
and shrubs occur in turf areas, all grass shall be removed 14 to 24 inches from the
trunks of trees and away from the drip line of shrubs by use of power scythe,
approved chemicals, or small mowers as required. Trim around all sprinkler heads
as necessary in order to provide maximum water coverage. Edging will be
maintained at all times and concurrent with each mowing.
(1) The edge of the turf shall be trimmed around valve boxes, meter boxes,
backflow devices, or any structures located within the turf areas.
(2) All turf edges are to be maintained to prevent grass invasion into
adjacent shrub, flower, and ground cover bed areas.
(3) All clippings shall be removed from site the same day area is edged.
(4) After mowing and edging is completed, all adjacent walkways are to be
swept clean by power blower or broom.
(5) Newly planted trees in lawn areas shall have tree guards installed if
PROPOSAL # LMD-20-21-01 14
necessary to avoid damage.
(6) Trees in lawn areas shall have a minimum of 14 to 24-inch
radius mulched clearance where applicable.
c. Weed Control: Control turf weeds as needed manually or chemically. Hand removal
of noxious weeds or grasses will be required as necessary. All mulch brought in by
the LIVID will be disbursed by Contractor on site to control weed growth at their
expense.
d. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they
occur.
e. Aerating: Aerate all turf areas two (2) times annually, once in the spring and once in
the fall prior to the over -seeding operations. Aerate all turf by using %-inch tines,
removing 2-inch cores of soil with an aerator machine at not more than 6-inch
spacing once over. Special Districts is to be notified at least one (1) week prior to
the exact date of aerating.
f. Thatch Removal: Verticut all turf areas two (2) times annually, once in the spring
and once in the fall prior to the over -seeding operations. Equipment will consist of
standard renovating or vertical mowing types. Special Districts is to be notified at
least one (1) week prior to the exact date of renovation.
g. Irrigation: Irrigation, including hand watering and bleeding of valves during an
emergency situation and/or when automated systems are not functioning properly
and as required to maintain adequate growth rate and appearance and in
accordance with a schedule most conducive to plant growth. Contractor to provide
Special Districts with a written winter and summer irrigation schedule inaccordance
with the recommendations on Attachment A, B, & Section 24 (Irrigation Program)
provided for this purpose. Special Districts shall have the ability to change the
irrigation schedule as the need develops. Adequate soil moisture will be
determined by programming the automatic sprinkler controllers asfollows:
(1) Consideration must be given to the soil conditions, seasonal
temperatures, wind conditions, humidity, minimizing runoff, and the
relationship of conditions which affect day and night watering. This may
include daytime watering during winter weather to prevent icy
conditions and manual operation of the irrigation system during periods
of windy or inclement weather. During freezing and/or windy
conditions, automatic irrigation will be discontinued. No watering
medians in windy conditions, to avoid drift and wetting vehicles.
(2) In areas where wind creates problems of spraying water into private
property or road right-of-way, the controllers shall be set to operate
during the period of lowest wind velocity which would normally occur at
night (between the hours of 7:00 p.m. and 6:00 a.m.).
(3) Contractor shall be responsible for monitoring all irrigation systems
within the jurisdiction of this Specification and execute corrective
actions for: coverage, adjustment, clogging of lines, and removal of
obstacles, including plant materials which obstruct the spray. All water
supply infrastructure, including the meter and backflow, shall be
monitored for proper function and flow. Any and all issues that may
PROPOSAL # LMD-20-21-01 15
arise pertaining to the water supply infrastructure, regardless of
responsibility for repairs, shall be immediately reported by Contractor
to City staff.
(4) Check systems, as needed, for optimum performance and adjust and/or
repair any sprinkler heads causing excessive runoff, including slope
areas, or which throw directly onto roadway paving or walks (where
sprinkler heads can be adjusted) within the LIVID areas covered under
this Agreement.
(5) All controllers shall be adjusted as needed for optimum performance
considering the water requirements of each remote -control valve
(sprinkler station). "Smart" or "weather based" controllers shall be
configured to water in the "optimized" or "automatic scheduling
engine" when available. Plant establishment periods do not apply to
this requirement and should be scheduled accordingly. Contractor is
responsible for adjusting the controller parameters/attributes in order
to irrigate efficiently and each valve shall be customized for the needs of
the plant material. Excessive watering or excessive runoff shall not be
permitted.
(6) Irrigation system will be controlled by Contractor in such a way as not to
cause an excessively wet area which could interfere with Contractor's
ability to mow all turf.
(7) Contractor shall observe and note any deficiencies occurring from the
original design and review these findings with Special Districts, so
necessary improvements can be considered.
(8) Contractor shall repair all leaking or defective valves immediately upon
occurrence, or within 24 hours following notification from Special
Districts of such a deficiency.
(9) A soil probe shall be used to a depth of 12 inches to determine the
water penetration by random testing of the root zones
(10) Contractor will provide their own irrigation receiver/transmitter for
control of the WeatherTrak or other controllers not listed in the event
they are unable to utilize the manufacturer's mobile phone application.
The use this device is required during inspections to verify that irrigation
systems are functioning properly. The bleeding of valves and hand
watering are to be limited to emergency situations or when automatic
systems are not functioning properly. (See also Section 24.)
Fertilization: Contractor may upon direction by Special Districts be required to
fertilize turf with a turf type commercial fertilizer at a minimum of four (4) times a
year. (Attachments A & B) All fertilizer used shall be granular. Fertilizer type can be
suggested by Contractor, determined by soil analysis or at the direction of Special
Districts. All turf areas fertilized shall be thoroughly irrigated immediately following
fertilization. Fertilizer applications must be approved by Special Districts prior to
application. The City of Santa Clarita will pay Contractor's price for the fertilizer plus
no more than a 15% mark up. Contractor at their expense shall provide the labor to
apply the fertilizer.
PROPOSAL # LMD-20-21-01 16
i. Turf Reseeding: Contractor may upon direction by Special Districts be required twice
each year, once in the fall and once in the spring, overseed all turf areas after
verticutting (dethatching), aerification and overseed all bare spots, as needed,
throughout the remainder of the year to re-establish turf to an acceptable quality.
(Attachments A & B) Contractor shall reseed turf areas in the following sequence;
they will aerify, verticut, seed and top dress (evenly distributed over the entire area
ata uniform depth of %-inch). Special Districts may require the use of sod when
deemed necessary. Contractor shall be entitled to additional compensation, (extra)_
for the cost of the sod only, provided that the loss of turf was not due to the
negligence of Contractor.
Over seeding shall be sown at a rate of 6 pounds per 1,000 square feet and reseeding
of bare areas shall be sown at a rate 8 pounds per 1,000 square feet. The seed used
in over seeding or new turf establishment shall be approved by LIVID staff prior to
installation. Typically, Fescue and Fescue blends are required. The City of Santa
Clarita will pay Contractor's price for the seed plus no more than a 15% mark up.
Contractor at their expense shall provide the labor to apply the seed.
18. SHRUB AND GROUND COVER CARE
18.01 Contractor shall perform at his sole expense under the terms of this agreement the
following services:
a. Pruning: Manually select prune shrubs throughout the year to encourage healthy
growth habits, and to encourage growth to the natural shape of the plant according
to its species and appearance with the exception of roses, which shall be pruned no
later than the end of January. Periodic pruning may be required to maintain
consistent size, structure, and/or appearance of large groupings of the same
species. All shrubs shall be free of dead wood, weak, diseased, insect infested and
damaged limbs at all times. Removal of all clippings will be completed the same day
pruning occurs. Pruning will not be completed while plants are flowering, during the
emergence of new growth, or when high temperatures are present during the
hottest time of the year (typically July -August) unless directed by Special Districts.
No balls, squares or unusual shapes are permitted under this RFP. Selective pruning
is required following the natural habit of the particular plant. Dead shrubs, not a
result of third party negligence, will be removed and disposed of by Contractor at
their cost. Shrubs to be pruned to stay below a height that is consistent with Scope
of Work or as directed by Special Districts.
b. Trimming: The growth of shrubs and ground cover will be restricted to areas behind
curbs and walkways, and within planter beds by trimming, as necessary, or upon
notice by Special Districts. All trimming practices are subject to change as directed
by Special Districts.
c. Disease and Insect Control: All LIVID areas are to be maintained free of disease and
insects and treated when needed pursuant to Section 21.
d. Weed Control: All ground cover and shrub beds are to be kept weed free at all
times. Methods for control shall incorporate the following:
(1) Mulch application to 3" layer maximum
(Removal on an as needed basis of existing/spent mulch may be
PROPOSAL # LMD-20-21-01 17
required to insure the level of grade is kept below surrounding hardscapes
and/or at an acceptable height as determined by LIVID staff. Such removal will
be considered an extra and will require submittal of a proposal and approval by
LIVID staff.)
(2) Hand removal
(3) Cultivation
(4) Chemical eradication using non -residual herbicides
e. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or
dead shrubs and ground covers whose damage occurred due to natural
conditions/causes, will be replaced under the terms of "Additional Work" as
described in Section 4 and/or Exhibit 132: Additional Pricing. All shrubs and
groundcover shall be guaranteed to live and remain in healthy condition for no less
than ninety (90) days from the date of installation.
Fertilization: Application of an LIVID approved fertilizer a minimum of two (2) times
per year to provide a healthy color in all plants with foliar feedings. The fertilizer
shall be applied once during the months of March or April and once during the
months of September or October. Contractor will cultivate around plants as needed.
Fertilizer shall be appropriate for plant type and season (time of year) and approved
by LIVID staff prior to installation. Contractor shall provide a fertilization schedule
two (2) weeks prior to the proposed fertilization.
g. Irrigation: Irrigation, including hand watering and manual bleeding of valves, is
required in the event of an emergency situation and/or where automatic systems
are not functioning as required. Irrigation practices described in Section 24 shall
apply to trees, shrubs, turf, and ground cover.
h. Diversion requirements: In keeping with State mandated requirements, the LIVID
strives to exceed diversion obligations to keep green waste from the landfills.
Contractor shall mulch and use on site 85% of the green waste generated by above
referenced zones. Contractor requirements for this program shall include a Vermeer
1500 chipper or equivalent for use on site at a minimum of twice perweek.
j. Recycling: Recycling of plant debris by composting and/or maintaining a minimum
2-inch layer of mulch under all trees and around all shrubs/groundcover. A
minimum 3-inch layer in all open areas is strongly encouraged. Mulch purchased h
the LIVID will be disbursed with the above reauirements by Contractor who will
de the labor at Contractor's expense.
Renovation: Renovate ground covers according to prescribed practices in the
industry as needed to maintain a healthy vigorous appearance and growth rate.
When ground covers and perennials have grown where they completely fill the
space in which they were planted and have started to deteriorate, i.e., less
flowering, dying out, smaller plants, they shall be renovated. (Renovation shall
include removing said plants, amending the soil, dividing plants as necessary and
replanting to maintain a healthy, vigorous appearance and growth rate.)
PROPOSAL # LMD-20-21-01 18
19. TREE CARE
19.01 Contractor under the terms of this agreement at his sole expense shall perform the
following services:
Tree Maintenance
(1) All trees in the Zone, regardless of the overall stature, from the base up
to the first twelve (12) feet shall be maintained free of all dead,
diseased and damaged branches back to the point of breaking as per
contract. Wound dressings are never used on any tree pruning cuts.
Contractor will be responsible for all maintenance as it pertains to trees
up to twelve (12) feet tall. Contractor will be responsible for removal of
trees up to twelve (12) feet tall as directed by Special Districts. Root
removal may be considered Additional Work at the discretion of Special
Districts.
(2) All sucker growth is to be removed from trees as it occurs.
(3) Maintain an eight (8) foot clearance for branches overhanging walkways
and public sidewalks. Maintain a six (6) to eight (8) foot clearance for all
other trees that are in maintained areas (i.e. turf, slopes, etc.) and that
are taller than twelve (12) feet or as otherwise directed by Special
Districts.
(4) Report insects and tree diseases to Special Districts Inspector.
(5) Stake and support all replacement trees and replace stakes which have
been broken or damaged on existing trees.
(6) Tree stakes shall be pentachloraphena treated pole pine, not less than 8
feet in length for 5-gallon size trees and not less than 10 feet for 15-
gallon trees sizes (two per tree), no galvanized stakes.
(7) Commercially available tree rubber ties are to be used unless there is a
need for guy wires. All trees tied in two locations — top and bottom.
Stakes will not be placed closer than twelve (12) inches from the top tie
on the tree trunk.
(8) Stakes and ties will be placed so no chafing of bark occurs and shall be
checked frequently and retied to prevent girdling.
(9) Broken branches are to be removed immediately whether they are in
the tree and reachable within twelve (12) feet, or on the ground.
Branches exceeding a size which can be removed by using a standard
pickup truck may be considered Additional Work (See Section 4) at the
discretion of Special Districts.
(10) All tree wells in sidewalks within the LIVID Zone boundaries shall be kept
weed free and mulched where applicable.
b. Fertilization: May be required at the direction of Special Districts to apply fertilizer
within drip line at least once per year (during the months of March or April) to
provide a healthy color in all plants. Fertilizer should, at the direction of LIVID, be a
balanced organic 10-6-4 ratio with trace element. Contractor shall provide Special
PROPOSAL # LMD-20-21-01 19
Districts with two (2) weeks notification prior to the fertilizer application.
c. Permits: If a permit is required for tree pruning, Contractor will obtain a permit
prior to commencement of work by Contractor.
d. Tree Replacement: All trees permanently damaged as a result of action or
negligence by Contractor will be replaced as provided for under Section 5 with the
identical species of tree existing previously, unless otherwise notified in writing by
Special Districts. The need for and the size of replacement will be determined by
Special Districts at the monthly maintenance inspection meeting or upon written
notification. Size of the replacement shall be of a like size. Substitutions will require
prior written approval by Special Districts. Original plans and specifications should
be consulted to ensure correct identification of species.
All newly planted trees installed by Contractor are the responsibility of Contractor
to maintain and guarantee healthy establishment for a period of one (1) year. Any
trees installed by others will be the responsibility of the Contractor when special
care or accommodations are required during the establishment period.
e. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by
use of "Maintain," "Floret" or other approved product. Two (2) applications shall be
required 7-10 days apart. The first application shall be applied when % to % of the
olive blooms are open (sometime between April 1 and May 10). Both spray
applications shall be put on using a power sprayer with a minimum of 150 psi.
pressure. The Landscape Maintenance District's Tree Maintenance contractor will
provide most of the chemical applications to trees. If (landscape) Contractor
provides this service it will be considered "Additional Work."
Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to
consist of spray application between October 1 and mid -November. Post treatment
to consist of pruning out dead wood, sterilizing pruning tools after each cut.
Preventative Fireblight treatment for Platanus to consist of two applications and
possibly a third application, depending on the effectiveness of the previous
application. The first application shall occur in February, during the budding stage.
The second treatment shall occur in March, during the juvenile growth stage of the
leaf. The third application shall occur in April if there is evidence of blight after
mature growth of leaf. Materials used shall be of an approved type by the County
Agriculture Department. If (landscape) Contractor provides this service it will be
considered "Additional Work" (See Section 4).
Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be
done by the Landscape Maintenance Tree Maintenance contractor. All other cuts on
Oak Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City
Municipal Code by (landscape) Contractor or their Subcontractor. Special Districts
will procure Oak Tree Permits once work is approved.
h. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with
the standards established by the International Society of Arboriculture (ISA) and
ANSI 300 Best Management pruning practices.
Street Tree Wells: Contractor is responsible to keep all tree wells within the LIVID
Zone boundaries weed -free and maintain tree well irrigation system in accordance
with Section 24 of this Scope of Work. Mulching of tree wells is required asneeded
PROPOSAL # LMD-20-21-01 20
and/or as directed by Special Districts.
20. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE
20.01 Natural areas or riparian corridor areas in these zones are open space areas that have
minimal usage due to the sloping character of the land and/or the rugged landscape materials
that are native to the land. Contractor will provide periodic maintenance, according to routine
scheduling, consisting of trash, brush or other debris removal. Contractor at his cost will visually
inspect these areas throughout the year as scheduled, providing pick up and removal of any
debris or trash. Waste disposal costs will be allowed for larger items as determined by Special
Districts.
20.02 Contractor at his cost shall be responsible for all inclusive weed abatement, maintainin
the brushed slope areas throughout the year in accordance with the below -identified height of
weeds, dead wood removal in accordance with the 100' clearance from dwellings or structures
requirement or as otherwise pursuant to Los Angeles County Fire Code. A copy of current
requirements can be referenced at the following website: https://www.fire.lacounty.gov/.
20.03 These slope areas are hillside areas and are designed to meet the Los Angeles County
Ordinances for fire retardation. These areas generally occur in sloping terrain with gradients
ranging 10 percent to 100 percent. Slopes are either manufactured or natural. The natural
slopes have been brushed to remove certain plant materials. Manufactured slopes have been
hydromulched or planted in accordance with applicable County Ordinances. Use of these areas
by the residents should be minimal.
20.04 Contractor shall perform, under the terms of this agreement, at their sole expense, the
following services for the maintenance of the natural slopes, which requires that the weeds and
native brush be:
(1) Clipped to a height of 2 to 4 inches for a distance of at least 100 feet or as
required by Los Angeles Fire Code from a dwelling or structure and all debris
removed from the site at Contractor's cost.
(2) Dead wood from woody plants shall be removed and/or trimmed when the area
is brushed. May be required at the direction of Special Districts to apply water
within the cleared zone only as needed during fire season to maintain sufficient
moisture content for sustenance of the plants and to inhibit combustion.
Remove all debris from this operation off the LIVID property. Weeding shall
commence immediately following the rainy season once the growth of weeds
has reached a maximum of 12 inches in height or when the County Fire Marshall
has determined that a fire hazard condition exists.
(3) When weeding or brush removal is required, the required weeding shall be
completed as soon as possible and shall be completed throughout an LIVID
within a maximum period of 30 days.
(4) Contractor shall be responsible for maintaining the brushed slope areas
throughout the year in accordance with the above -identified height of weeds,
dead wood removal and distance from dwellings or structures requirements.
PROPOSAL # LMD-20-21-01 21
This may require that certain areas will need additional brushing as directed by
the County Fire Marshall. If the Fire Marshall determines additional brushing is
necessary Contractor will be paid additional compensation at the rate specified
in the form of this RFP. Contractor at his expense shall remove weeds to a
distance of 30 feet measured from any sidewalk adjacent to a fire protection
area twice a year.
20.05 Where reference is made to weeding, brushing, or clearing within 100 feet of a
structure, it is intended that the space between the structure and the private property line is the
responsibility of the owner of the property except where Special Districts has accepted an
easement to maintain a portion of the private lot. As an example, assume a private residential
lot has a depth of 100 feet, the rear or side of which abuts a fire protection slope. Assume that
the structure is set back 20 feet from the property line abutting this slope. Contractor's
responsibility is within the portion or balance of the 100 feet outside of the private property
boundary, or, in this case, 80 feet. However, Special Districts is responsible for those areas
where an easement has been accepted by Special Districts over a portion of a private lot.
Consult with Special Districts for any questions regarding these areas.
20.06 The maintenance of the manufactured slopes requires that the planted slopes be
weeded on a regular basis throughout the year. Planted slopes which were not hydroseeded
shall be kept weed free at all times and the use of chemicals is permitted. Planted slopes that
were hydroseeded require weed removal by hand as the use of chemicals or machines (such as
trimmers) are not permitted. The removal of weeds by hand shall be performed throughout the
term of the maintenance contract. Contractor shall program the irrigation system to deliver
sufficient moisture within the root zone of trees and shrubs to sustain growth. Contractor shall
be responsible for any damage to slope areas caused by excessive watering practices or to plant
material caused by lack of water. Plants and trees shall be fertilized in accordance with the
requirements of Sections 18 and 19 of this Scope of Work.
21. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.)
21.01 Materials (Biological insects) shall be at Contractor's cost plus no more than 15%, as
necessary for integrated pest management (IPM) and Contractor at his expense under the terms
of this agreement will provide the labor.
a. Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest
management strategy that focuses on long-term prevention or suppression of pest
problems with minimum impact on human health, the environment, and non -target
organisms. Preferred pest management techniques include encouraging naturally
occurring biological control; using alternate plant species or varieties that resist
pests; selecting pesticides with a lower toxicity to humans or non -target organisms;
adopting cultivating, pruning, fertilizing, or irrigation practices that reduce pest
problems; and changing the habitat to make it incompatible with pest development.
Pesticides are used as a last resort when careful monitoring indicates that they are
needed according to pre -established guidelines. When treatments are necessary,
the least toxic and most target -specific pesticides are chosen. Implementing an
integrated pest management program requires a thorough understanding of pests,
PROPOSAL # LMD-20-21-01 22
their life histories, environmental requirements, and natural enemies, as well as
establishment of a regular, systematic program for surveying pests, their damage,
and other evidence of their presence. IPM has been mandated on Federal property
since 1996 by Section 136r_1 of Title 7, United States Code, and is cited in Title 41 of
the Code of Federal Regulations (102-74.35) as a required service for agencies
subject to the authority of the General Services Administration. Contractor will
develop an IPM program for work covered by this statement of work.
b. Chemical Application: All work involving the use of chemicals will be accomplished
by a State of California Certified or Licensed pest control operator. A written
recommendation by a person possessing a valid California Pest Control Advisor
License is required prior to chemical application.
c. Permits: All chemicals requiring a special permit for use must be registered by
Contractor with the County Agricultural Commissioner's Office and a permit
obtained with a copy to Special Districts, prior to use. A copy of all forms submitted
to the County Agricultural Commissioner shall be given to Special Districts on a
timely basis.
d. Compliance with Regulations: All regulations and safety precautions listed in the
"Pesticide Information and Safety Manual" published by the University of California
will be adhered to.
e. Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by
trapping and/or eradication will be provided by Special Districts. Contractor is not
responsible for this service. Whenever holes are visible upon the surface, these
holes shall be filled and securely tamped to avoid moisture runoff entering the holes
by the County Agricultural Department who will provide pest control for Special
Districts. This procedure shall be followed in all areas, especially within all slope
areas. Contractor is responsible for notifying Special Districts upon detecting a need
for rodent control.
22. GENERAL CLEAN-UP
22.01 Contractor shall at his sole expense under the terms of this agreement perform the
following services:
Trash Removal: Contractor shall provide a trash pickup schedule for approval by
Special Districts. Contractor shall pick up trash and accumulated debris from the
site on a regularly scheduled rotation approved by LIVID staff in advance. Contractor
may be required to remove small to medium sized trash and refuse (Furniture,
appliances, etc.) which would fit into a standard pick-up truck. Waste disposal costs
will be allowed for larger items as determined by Special Districts. Removal of larger
items would be considered "Additional Work" and subject to the terms of Section4.
b. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and
grass from curb and gutter expansion joints (up to 2' from curbs including
medians) at all times.
PROPOSAL # LMD-20-21-01 23
c. Fence Clearance: Contractor is responsible for removal of weeds and grass from
within 18" of any fence or wall within the areas under Contractor's maintenance at
all times.
d. Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately
following mowing and edging and cleaned by use of power sweeping or blower
equipment at a minimum of once per week or as needed. This includes removal of
all foreign objects from surfaces such as:
(1) Gum,
(2)
Animal feces,
(3)
Grease,
(4)
Paint,
(5)
Graffiti,
(6)
Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free at
all times.
e. Removal of Leaves: Accumulations of leaves that cannot be incorporated into
mulch layers shall be removed and properly disposed of not less than once per
week. This includes the accumulation of leaves/debris at the base and lower branch
structures of shrubs.
Diversion: Contractor will be responsible for creating and implementing a written
program to divert a minimum of 85% all green waste from landfills. The program
should include, but not be limited to, mulching and composting. Contractor shall
report the total tons of green waste generated and the number of tons diverted
from the landfill annually to the City's Environmental Services Office. The goalwill
be at least 85% diversion.
Drainage Systems & Maintenance: The following services shall be provided by
Contractor at their expense per Contract Agreement except as otherwise provided
for:
(1) All drains and catch basins shall be free of silt and other debris at all times.
Contractor shall insure all drainage devices within LIVID are functioning
properly at all times
(2) All LIVID area surface drains ("V" ditches), shall be kept clear of debris at all
times so that water will have an unimpeded passage to its outlet.
Contractor will not flush dirt or debris into the storm drain system per the
City's National Pollutant Discharge Elimination System (N.P.D.E.S.) permit.
All debris will be collected and disposed of properly.
(3) All LIVID area sub -surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub-
surface drains shall be kept clear of leaves, paper, and other debris to
ensure unimpeded passage of water. Every attempt will be made to
PROPOSAL # LMD-20-21-01 24
prevent debris from continuing into the City's Storm Drain system including
the use of sand bags, straw bales or other Best Management Practices
(B.M.Ps)
(4) If the sub -surface drainage backs up or is blocked due to lack of periodic
flushing of silt and debris as stated above, Contractor shall be responsible at
their cost for plumbing services to clear the drain.
(5) Disposal of green waste or other debris into catch basins, drains or Storm
Drains is prohibited. Such action could result in termination of maintenance
contract.
23. MAINTENANCE INSPECTIONS
23.01 Contractor shall perform a maintenance inspection of all facilities on a weekly basis
within the LIVID during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include operation of all sprinklers, lighting and other mechanical
systems to check for proper operational condition and reliability. Contractor is required to input
non -contractual service request information into the City's "Resident Service Center" at:®
http://user.govoutreach.com/santaclarita/fag.php
23.02 Contractor shall be expected to meet on site with an authorized representative of
Special Districts for a walk-through inspection. Said meeting shall be at the convenience of
Special Districts and may include residents of the community. Special Districts may notify the
appropriate local representatives of the time and place of each walk-through inspection at a
minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim
inspections may be made by Special Districts if deemed necessary by LIVID Staff.
24. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.01 All irrigation systems within the LIVID areas designated in this Scope of Work will be
repaired and maintained as all-inclusive labor and equipment required for proper operation by
the Contractor. For all irrigation repairs, including main lines, all irrigation parts will be
reimbursed at no more than a 15% mark up over Contractor's cost. Contractor must provide
invoices upon request of Special District Staff. Failure to provide copies of invoices may result in
delay of payments to Contractor. Contractor shall adhere to the Irrigation Association, Best
Management Practices (BMP'S) at:®
http://www.irri�ation.or�/uploadedFiles/Standards/BMPDesi�n-Install-Mana�e.3-13-14(2).pdf
a. Scope of Responsibility: Contractor shall maintain (repair and/or replace as needed)
and keep operable all irrigation equipment consisting of but not limited to:
(1) Irrigation Programming
(2) Irrigation Station Identification/Location
(3) Irrigation Heads
(4) Remote Control Valves
(5) Flow Sensors
PROPOSAL # LMD-20-21-01 25
(6) Flow Sensor Programming
(7) PVC Piping (Including mainline and laterals)
(8) Quick Couplers
(9) Risers
(10) Swing Joints
(11) Check Valves
(12) Irrigation Booster Pumps
(13) Solar Controllers/Valves
(14) Battery Operated Controllers/Valves
(15) Valve Boxes, Quick Coupler Boxes, Etc.
(16) Irrigation Controller Programming and Setup
b. Replacement Requirements: Replacements will be of original materials or
substitutes approved by Special Districts in writing prior to any installation.
c. Extent of Responsibility: Contractor will be responsible for immediate maintenance
(repair or replacement) of all irrigation systems. Contractor will be responsible at
all times for hand watering and the bleeding of valves in emergency situations as
required to sustain and prevent loss of turf, trees, shrubs, annuals, perennial
plants, and ground covers or when automatic systems are not functioning
Properly.
d. Ordinances: All materials and workmanship will be in accordance with the
applicable City Plumbing Ordinances. Where the provisions of the Scope of Work
exceed such requirements, the Scope of Work shall govern.
e. Controllers: Contractor will be responsible for the control of Smart Water
Application Technologies (SWAT) certified weather -based controllers or equivalent,
controller programming through Contractor's office via a desk top or any wireless
computer, or hand held device. The LIVID will provide a password foraccess.
f. Inspections: Landscape Maintenance District Consultants/Inspectors will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation
system inspection for each district at minimum of twice a year.
24.02 Contractor will be responsible to complete the following WeatherTrak training through
HydroPoint University. Proof of completion to be provided with proposal submission. Additional
trainings are available and participation is encouraged.
Level 1— WeatherTrak Basic Systems Training
PROPOSAL # LMD-20-21-01 26
24.03 Controllers:
All controllers shall be adjusted as needed for optimum performance considering the
water requirements of each remote control valve (irrigation station). "Smart" or
"weather based" controllers shall be configured to water in the "AUTO MODE" or "ET
MODE" when available. Plant establishment periods do not apply to this
requirement and should be scheduled accordingly. Contractor is responsible for
adjusting the controller parameters/attributes in order to irrigate efficiently and each
valve shall be customized for the needs of the plant material. Excessive watering or
excessive runoff shall not be permitted.
b. Contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather -based controllers or equivalent, controller
programming through Contractor's office via a desk top or any wireless computer, or
hand-held device. The LIVID will provide a username/password for access.
c. Response to WeatherTrak Alerts by category shall be made within the time frames
listed below. Failure to comply with response times will be considered a deficiency
and may be subject to a deduction from payment in the amount up to five hundred
($500.00) dollars for each instance where an alert is not resolved within the time
frame.
(1) Severe Alerts to be resolved within 24 hours.
(2) Major Alerts to be resolved within 5 working days
(3) Critical Alerts to be resolved in an acceptable timeframe to ensure health of
plant material.
d. Contractor will provide their own irrigation remote (receiver and transmitter) for
control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry
standard controllers not listed. The City requires the Promax universal irrigation
remote or other "smart phone" technology for its use in field testing and operation
of all irrigation systems for the LIVID areas. Use of this device will conserve water
consumption, provide for more cost-effective maintenance of irrigation systems,
and assure all parties concerned that the automatic system is operating at maximum
efficiency. Special Districts' inspectors may use this device in their inspections to
verify that irrigation systems are functioning properly. The bleeding of valves and
hand watering are to be used in emergency or testing situations, not for normal or
day-to-day inspections.
e. Consideration must be given to the soil conditions, seasonal temperatures, wind
conditions, slope, humidity, and the relationship of conditions which affect irrigation.
This may include daytime watering during winter weather to prevent icy conditions
and manual operation of the irrigation system during periods of windy or inclement
weather. During freezing and/or windy conditions, automatic irrigation shall be
paused until normal conditions exist. No watering medians in windy conditions, to
avoid drift and wetting vehicles.
f. Contractor shall be responsible for data input with regards to irrigation station
reference in the programming function of the central server or at the
controller. Example: Station 1 - SE Corner of parking lot, Turf NW of restroom,
Shrubs on large slope, etc.
PROPOSAL # LMD-20-21-01 27
g. In areas where wind creates problems of spraying water into private property or road
right-of-ways, the controllers shall be set to operate during the period of lowest wind
velocity which would normally occur at night (between the hours of 9:00 p.m. and
7:00 a.m.).
h. Contractor shall be responsible for monitoring all irrigation systems within the
jurisdiction of this Specification and correct for coverage, adjustment, clogging of
lines, and removal of obstacles, including plant materials which obstruct the
spray. Monitoring shall be scheduled for all systems at minimum 1x monthly.
Check systems, as needed, for optimum performance and adjust and/or repair any
sprinkler heads causing excessive runoff, including slope areas, or which throw
directly onto roadway paving or walks (where sprinkler heads can be adjusted).
j. Contractor is to maintain the watering schedule in "AUTO" mode which will equal the
evapotranspiration rate based on topography, soil type, plant material, season or
climatic factors. Contractor shall notify The City of Santa Clarita of any schedule
changes.
k. Contractor shall utilize "cycle & soak" in programming in order to eliminate excessive
run-off.
I. Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City
of Santa Clarita.
m. When available, copies of controller maps shall be kept in enclosures at all times.
n. Contractor is responsible for maintenance of the interiors of controller enclosures
and shall be kept clean free of debris and pests, regardless of condition(s) at time of
contract award.
o. Contractor shall be responsible to notify The City of Santa Clarita of anyadditional
water requirements to the landscape which is outside of the "AUTO" scheduled
program application.
p. It is the responsibility of Contractor to keep the plant material alive. If this requires
an extra application of irrigation water, Contractor is to make the necessary
adjustments and immediately notify The City of Santa Clarita upon doing so.
q. Only The City of Santa Clarita staff, City Monitors, Contractor Supervisor/ Foreman or
Irrigation Technician will have access to all controllers. Enclosures will be
locked/padlocked at all times.
r. Contractor shall test the soil in turf and groundcover areas and around all trees and
shrubs monthly or as necessary with soil probes to determine that the proper
amount of water is being applied at all times. This information should be used to
adjust watering times on the controller and supplemental hand or deep watering as
necessary.
s. Contractor shall make adjustments to the water programs to compensate for
irrigation heads on each system, soil type and permeability, wind condition,
orientation to the sun, air temperature, season, and logistical considerations
PROPOSAL # LMD-20-21-01 28
t. Once the irrigation system has been adjusted to only irrigate the planting areas it was
designed to irrigate, Contractor shall then monitor the irrigation watering application
time to determine the length of time each system runs until irrigation runs off the
landscape area. This information will then be used to establish "cycle & soak"
parameters.
u. The maximum run time should then be set a minimum of one minute less than the
time it takes for run off to occur. This will establish the maximum run time for each
valve, with full sun exposure. Adjust valves with partial shade or full shade to have
less run time than the systems in full sun.
v. It is required that soil conditions be constantly monitored with a soil probe to
ensure that over -saturation of the soil does not occur.
w. In addition to the soils condition, the individual plant material requirements must be
considered. As the plant material becomes established, a reduction in the frequency
of watering should be implemented to harden -off the plant material while
maintaining it in a healthy condition.
24.04 Operation of System:
a. As a standard practice, Contractor shall formally acknowledge receipt of the
irrigation System within the first 60 days of the notice to proceed. It is the
Contractor's responsibility to conduct a full-scale irrigation audit/assessment
to determine deficiencies in the system and make recommendations for
repair(s).
b. Contractor will be responsible for immediate maintenance (repair or replacement)
of all irrigation systems. Contractor will be responsible at all times for hand watering
and the bleeding of valves in emergency situations as required to sustain and
prevent loss of turf, trees, annuals, perennial plants, and ground covers when
automatic systems are not functioning.
c. Irrigation system will be controlled by Contractor in such a way as not to cause an
excessively wet area which could interfere with Contractor's ability to
mow/maintain landscaped areas.
d. All irrigation systems shall be personally inspected by Contractor a minimum of once
per month to verify effectiveness of sprinkler operation. The appropriate Irrigation
Inspection Form must be filled out per controller and submitted to The City of Santa
Clarita LIVID for review.
e. Contractor shall adjust and clean as necessary all sprinkler heads, valves and
pressure regulators to continue operation at maximum efficiency and performance.
f. All materials and workmanship will be in accordance with the City Plumbing
Ordinances if/when applicable.
g. Sprinkler heads in turf areas shall be kept clear of overgrowth, which may obstruct
maximum operation. No chemical spraying or growth inhibitors around head shall
be allowed.
PROPOSAL # LMD-20-21-01 29
h. Contractor shall be responsible for trimming plant material and making necessary
adjustments to riser heights as growth rates indicate.
Contractor shall be responsible for hand -watering any pots not provided with an
irrigation system to maintain plants and promote optimum growth.
Adjustments in operating pressure for spray and rotor type heads shall be followed
per manufacturer's recommendation to provide optimum efficiency unless
instructed otherwise by The City of Santa Clarita.
k. Contractor shall be required to walk each site upon request by The City of Santa
Clarita representative a minimum of one time per quarter to inspect the operation
of the irrigation system.
I. Plant damage or loss resulting from the failure to promptly report irrigation system
failure shall be considered Contractor negligence and such plant material shall be
repaired or replaced at Contractor expense.
m. All hand watering performed with a hose shall require the hose to have a flow
control that will allow the operator to turn the hose off between watering areas to
minimize any wasted water.
n. Contractor shall be responsible for monitoring all project irrigation systems and
should correct coverage, head adjustments, clogged lines, loose staking of heads
and pipes, and obstacles, including plant material, which obstruct the spray. Make
all necessary adjustments to heads that spray onto roadways, walks, walls, and
patio areas or out of intended area of coverage. Contractor shall clean and adjust
sprinkler heads as needed for proper coverage. Each system should be operated via
remote control and observed on a regular basis.
o. During extremely hot weather, long holiday periods, and during or following
breakdown of systems, Contractor should provide adequate personnel and
materials as required to adequately water all landscaped areas at no extra cost to
The City of Santa Clarita. When breakdowns or malfunctions exist, Contractor
should water manually by whatever means necessary to maintain all plantmaterials
in a healthy condition. Overly wet or dry conditions should not be permitted to
develop.
p. Once a year, Contractor shall clean all controller cabinets and valve boxes, remove
intruding soil and replace gravel as needed.
q. Testing, certification and service of the backflow prevention devices on the
irrigation systems shall be done by a certified tester as provided by The City of Santa
Clarita.
r. Contractor shall not repair, manipulate or remove backflow devices unless prior
authorization has been received by a City of Santa Clarita representative. However,
Contractor is permitted to make use of shutoff valves located on or near backflow
devices in the event of a mainline break and/or maintenance.
s. Contractor shall notify the LIVID office immediately should a backflow prevention
device malfunction occur.
PROPOSAL # LMD-20-21-01 30
t. Landscape Maintenance District Consultants/Inspectors/City staff will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
u. Contractor shall observe and note any deficiencies occurring from the original
design and review these findings with Special Districts, so necessaryimprovements
can be considered.
24.05 Repairs:
a. All pop-up heads should be assembled on triple swingjoints.
b. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for
like irrigation heads. Uniformity is of the utmost importance.
c. All remote -control valves shall be Superior 950DW brass valves unless other(s)
are accepted by LIVID staff.
d. Contractor shall repair all leaking or defective valves immediately upon occurrence,
or within 24 hours following notification from LIVID of such a deficiency.
e. Malfunctions of any nature which are deemed to be the fault of materials or
workmanship still covered under original installation guarantee shall be reported
immediately to The City of Santa Clarita.
f. Contractor shall submit itemized irrigation invoices for repairs, per LIVID Zone on an
as needed basis.
Repair logs shall be maintained and will include date of repair, nature of repair,and
itemized list of materials for clarity. Site map/photo documentation to illustrate
location of repair, photo of site condition, and work completed shall be included
with repair log(s).
24.06 Conservation: The City of Santa Clarita may conduct monthly water management
meetings with Contractor to review all controllers with irregular usage and situations where
water consumption is excessively high. All plant stress or loss due to under -watering or over -
watering will demonstrate contractor neglect and cost to replace said material will be at
Contractor's sole expense.
The City of Santa Clarita may conduct monthly Water Management Meetings with Contractor to
review any penalty charges that were caused by the Contractor's inability to properly manage
water allocations, when applicable. Contractor will be responsible for paying all water penalties
incurred on each water meter for all overages exceeding allocation established by the respective
water purveyor. The City of Santa Clarita may waive specific penalties at its sole discretion.
The City of Santa Clarita takes Water Conservation very seriously and will not tolerate
mismanaged or neglected water delivery systems.
PROPOSAL # LMD-20-21-01 31
24.07 Contractor shall provide WeatherTrak generated reports called "Controller Inventory
Reports" at the request of City Staff. The first report will be due 30 days after the start of this
Agreement and updated every two weeks. At a minimum, the report shall identify each
irrigation controller subject to this Agreement, the location, alert status, and confirm the
controller is "online". Failure to provide a completed report on time will be considered an
incomplete work item and may be subject to a deduction from payment in the amount up to
five hundred ($500.00) dollars.
24.01 Water Budgets: In order to ensure efficient and responsible water management with
regards to landscape irrigation, the City of Santa Clarita Special Districts office may require the
following:
When water budgets have been established for each individual service area within a Landscape
Maintenance District Zone (specifically water meter and/or point of connection), Contractor
shall not exceed the Maximum Applied Water Allowance (MAWA) as established by State
Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO).
e//www.water.ca.Rov/waterseefficiency/lansca eorinance/
When water budgets and/or tiered rate structures are enforced by individual water purveyors
such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division,
Castaic Lake Water Agency, or SCV Water, Contractor shall not exceed the monthly allocation(s)
as set forth by the service provider for each individual service area within a Landscape
Maintenance District Zone, specifically water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs of the
excessive use which exceeds the water budget(s), efficient tier, or any "penalty" tier the City of
Santa Clarita is subjected to.
25. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
25.01 Hardscape surfaces, walkways, decomposed granite and service roads, if any, shall be
maintained by Contractor so as to keep the integrity of the walking and/or driving surface in a
safe, unimpaired condition. Contractor may not use Subcontractors not included with the
proposal submission without written approval of Special Districts Staff. Any unsafe condition of
a walkway or service road shall be reported immediately to the LIVID Monitor or directly to City
Staff. See also Section 22.01 g.
Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor's negligence or by accidental
damage within maintenance operation.
b. Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the
contract boundaries on a regularly scheduled routine approved by LIVID Staff or as
requested by Special Districts. All debris must be collected and removed.
PROPOSAL # LMD-20-21-01 32
c. Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited
and may be cause for contract termination or a deduction in payment as described in
Section 10.04 a.
26. GRAFFITI ERADICATION AND CONTROL
26.01 Contractor maybe responsible to remove small amounts of graffiti (license plate size) as
it appears upon any of the walkways, paseo overpasses and underpasses, walls, fences, or any
appurtenant structures or equipment within the areas under Contractor's maintenance. Special
Districts Monitor will be informed of all graffiti immediately upon discovery. Contractor is
required to input graffiti information into the City's reporting system at:
http://www.santa-clarita.com/city-hall/departments/administrative-services/technology-
services/egraffiti
26.02 All materials and processes used in graffiti eradication shall be non -injurious to surfaces
and adjacent District property and approved by Cal -OSHA. Materials and processes used must
be approved by LIVID prior to use.
27. DECOMPOSED GRANITE
27.01 Contractor will be required to keep decomposed granite (DG) areas and pathways free
of soil, litter, debris, and weeds. Any areas in need of repair or fill should be reported and a
proposal provided to bring the area back to an acceptable condition.
28. FUTURE/ADDITIONAL MAINTENANCE AREAS
28.01 For the maintenance of future/additional maintenance areas that have been accepted
by the City, Contractor to provide pricing consistent with the Cost Proposal Template (Exhibit A)
and Additional Pricing (Exhibits B1 & 132) in this document for similar landscape/terrain.
PROPOSAL # LMD-20-21-01 33
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
1. RESPONSE FORMAT -The organization of the response and cost files is described in this section of
the RFP. All potential vendors must follow this format.
1.1. RESPONSE FILE:
1.1.1. Introduction - A general introduction and description of the proposal shall be provided.
The format of the introduction is at the discretion of the contractor.
1.1.2. Background --Provide insight to your company and its resources. Explain the company
background and philosophy and what qualifies this company to be a successful candidate
for the City's contract.
1.1.3. Scope of Work - Describe the work program. Identify how the objectives of the
specifications will be performed. Relate the business practices to the specific tasks
required and explain the proposed method for adhering to the landscape maintenance
requirements. Include contractor's approach to the areas of pro -activeness,
responsiveness, familiarity with common concerns of the LMD areas, problem resolution,
and any other areas that explain how the work will be performed and managed.
1.1.4. Schedule - Describe the time schedule for each proposed task and area rotation. Provide
staff descriptions and quantity on daily, weekly, monthly, and seasonal timelines.
Proposed work periods and completion dates, as well as any anticipated meeting dates,
should also be identified.
1.1.5. Personnel, Equipment, and Facilities - Describe the personnel qualifications, equipment
to be provided, and numbers of both dedicated to the areas for this contract.
Explain/show the reasoning for the type, number and composition of staff and equipment
for this contract and how the cost of such provides adequate or superior value to the
contract.
1.1.6. Exhibits -These documents are required and can be referred to throughout the proposal
documentation. However, expansion on all aspects listed above is strongly encouraged.
1.1.6.1. Exhibit A —Cost Proposal Pricing must be entered into line items section of BidNet.
1.1.6.2. Exhibit B1 & B2 —Additional Pricing
1.1.6.3. Exhibit C —Violation Records
1.1.6.4. Exhibit D — Proactive Approach Form
1.1.6.5. Exhibit E —Designation of Subcontractors —if none, write "n/a'; Do NOT leave blank
PROPOSAL # LMD-20-21-01 9
2.
1.1.6.6. Exhibit F — References Page
1.1.6.7. Exhibit G1 & G2 —must be completed (use additional sheets if needed)
1.1.6.8. Exhibit H —Equipment Requirement Acknowledgment
1.1.6.9. Exhibit I —Certifications: Required certificates/licenses-
1.1.6.9.1. Proof of Contractor's License — license number will suffice
1.1.6.9.2. Required certificates/qualifications (as identified in solicitation including, but
not limited to, Contractor's License C27, WeatherTrak training completion)
1.1.6.10. Exhibit J — Acknowledgement & Acceptance of Specifications
1.1.6.11. Exhibit K— Documents Checklist
1.1.6.12. Maintenance Schedule(s) — Daily, Weekly, Monthly, Semi -Annual, Annual (see
examples in Attachments Al & A2)
1.1.6.13. Rotation Schedule (Maintenance Map showing frequency of work within
designated areas/sections)
PROPOSAL EVALUATION AND CONTRACTOR SELECTION - An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible Proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily make an
award to the Proposer with the highest technical ranking nor award to the Proposer with the lowest
Price Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in their
technical merit, the evaluated cost or price becomes more important so that when technical proposals
are evaluated as essentially equal, cost or price may be the deciding factor.
2.1. Selection criteria
2.1.1.Value: Cost in relation to manpower. What makes the contractor the best candidate to
provide the services requested. (Includes but not limited to Exhibits A, B1, B2, D, GI-G2)
2.1.2.Team Composition: Contractor qualifications, staff qualifications, and number of staff
provided. (Includes but not limited to Sections 1.06, 1.12, & 1.15, Exhibits E & GI-G2)
2.1.3.Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all areas.
(Includes but not limited to as described in Section 1.06 & 10, & Attachments A & B)
2.1.4.Acknowledge ment & Successful Understanding of Bid/RFP Scope of Work: Proposed
method and guidelines for adhering to the landscape maintenance requirements to include
but not limited to: Description and clarity of approach in the areas of pro -activeness,
responsiveness, familiarity with common concerns of the LIVID areas and problem
resolution. (Includes but not limited to Exhibits D & J)
2.1.5.Cost of services provided (Exhibits A & 131-132)
PROPOSAL # LMD-20-21-01 10
2.1.6.References (Included but not limited to Exhibits C, F & 1)
2.2. During the selection process, the evaluation panel may wish to interview bidders with scores
above a natural break. Should an interview process take place the results of the interview will
carry great weight in the selection process. The City reserves the right to make a selection solely
on the basis of the proposals without further contact.
PROPOSAL # LMD-20-21-01 11
PROPOSAL # LMD-20-21-01 12
SAMPLE CONTRACT
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
THIS MAINTEN
SANTA CLAR]
The Parties agree
CONSIDERATI,
As partial
SC
As additio
col
A. As
for
CC
tha
2. TERM. The
Agreement may b
SCOPE OF SER
CONTRA
TY OF
') and
is and
it as set
ice, for
of later
CONTRACTOR will, in �a workmanlike manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required of
CONTRACTOR by this Agreement.
PROPOSAL # LMD-20-21-01 13
C. CONTRACTOR guarantees each portion of the services as installed against
defective materials and workmanship for a period of one (1) year from date of
CITY's written acceptance of the work. Promptly upon CITY's request within
that one (1) year period, CONTRACTOR agrees to correct by repair or
replacement without charge to CITY any defects which may appear in the work or
any portion thereof. Notwithstanding the foregoing, all guarantees and warranties
obtained by CONTRACTOR from manufacturers and vendors of equipment used
in the performance of the services shall be extended to CITY's benefit for the full
limit of their terms.
PREVAILING WAGES.
DEPARTMENT OF INDUSTRIAL RELATIONS
subcontractor may be listed on a bid propose
(submitted on or after March 1, 2015) unles
Industrial Relations pursuant to Labor Code
exceptions from this requirement for bid „pui
1771.1(a)]. No contractor or subcontractor t
work on a public works project (awarded or
registered with the Department of Industrial
Section 1725.5. This project is subject to co
by the Department of Industrial Relations_-
QUIRh1VIEN IS. No contractor or
r a public works project
;istered with the Department of
tion 1725.5 [with limited
es only under Labor Code Section
be awarded a contract for public
ifterApril 1, 2015) unless
ations pursuant to Labor Code
lance monitoring and enforcement
PREVAILING WAGES. If this contract is subje'ct to the State prevailing wage
requirements of the California Labor Code including, but not limited to, Sections
1770, 1771.5, 1773, 1776 and 1771.5. Contractor shall comply with California
prevailing wage laws including, to the extent applicable, Labor Code Section
1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage
rates in the, county, or counties, in which the work is to be done have been
determined by the Director of the California Department of Industrial Relations.
These wages are,set forthin the General Prevailing Wage Rates for this project,
available from the California Department of Industrial Relations' Internet web site
at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Future effective
general prevailing wage rates which have been predetermined and are on file with
the California Department of Industrial Relations are referenced but not printed in
the general prevailing wage rates. A copy of the prevailing rate of per diem wages
shall be posted at the job site. The Contractor is responsible for obtaining a
current edition of all California statutes and regulations, and adhering to the latest
editions of such.
FEDERAL PREVAILING WAGE. If this is a federally funded project and the Davis
Bacon Act will be enforced. The current General Decision of wage determinations
issued by the United States Department of Labor is set forth at the following
website address: https://beta.sam.gov/. If there is a difference between the
prevailing wage rate determined by the Department of Labor and the prevailing
PROPOSAL # LMD-20-21-01 14
wage rate predetermined by the Director of Industrial Relations for similar
classifications of labor, the Contractor and its Subcontractors shall pay not less
than the higher prevailing wage rate. The Agency will not accept lower State
prevailing wage rates not specifically included in the Federal prevailing wage
determinations. This includes "helper" (or other classifications based on hours of
experience) or any other classification not appearing in the Federal prevailing
wage determinations. Where Federal prevailing wage determinations do not
contain the State prevailing wage rate determination otherwise available for use
by the Contractor and Subcontractors, the Contractor and Subcontractors shall pay
not less than the Federal prevailing wage rate which most closely approximates
the duties of the employee(s) in question. The prevailing wage rate for any
classification not listed by the Department of Labor or the Director of Industrial
Relations, but which may be required to execute the Contract, shall be in accord
with specified rates for similar or comparable classifications or for those
performing similar or comparable duties, within the Agency's determinations.
Protection of Resident Workers
The City of Santa Clarita actively supr
(INA), which includes provisions addre
verification, and nondiscrimination. L
persons who may legally work in the U
the U.S.) and aliens authorized to work
identity and employment eligibility
completing the Employment Eligibility
shall establish appropriate procedures an
the Contract Documents will be perform
not legally eligible to perform such-sery
FAMILIARITY WITH WORK.
the Immigration and Nationality Act
employment eligibility, employment
r the 'INA, employers may hire only
i Staten (i.e., citizens and nationals of
ie U.S. The employer must verify the
ayone to be hired, which includes
-ifiction Form (I-9). The Contractor
ntrols so no services or products under
)r manufactured by any worker who is
or employment.
By executing this Agreement, CONTRACTOR represents that CONTRACTOR has:
ted and considered the scope of services to be performed;
Carefully considered how the services should be performed; and
Understands the facilities, difficulties, and restrictions attending performance of
the services under this Agreement.
If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR
has or will investigate the site and is or will be fully acquainted with the conditions
there existing, before commencing the services hereunder. Should
CONTRACTOR discover any latent or unknown conditions that may materially
affect the performance of the services, CONTRACTOR will immediately inform
PROPOSAL # LMD-20-21-01 15
CITY of such fact and will not proceed except at CONTRACTOR's own risk until
written instructions are received from CITY.
3. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONTRACTOR will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance
Commercial general liability: $1,000,000
Business automobile liability $1,000000
Workers compensation Statutory„ rf
B. Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name City, its officials, and employees as "additional insureds" under
said insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by City will be excess thereto.
Such insurance will be on an "occurrence" not a "claims made," basis and will not
be cancelable or subject to reduction except upon thirty (30) days prior written
notice to City.
C. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance
evidencing maintenance Iof the insurance required under this Agreement,
endorsements as required herein, and such other evidence of insurance or copies of
policies as may be reasonably required by City from time to time. Insurance must
be placed with insurers with a current A.M. Best Company Rating equivalent to at
least a Rating of "AXIt" Certificate(s) must reflect that the insurer will provide
thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require
its insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no obligation,
and to delete the word "endeavor" with regard to any notice provisions.
E. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation
against CITY, its elected or appointed officers, officials, agents, volunteers and
employees for losses paid under the terms of the workers compensation policy
which arise from work performed by CONTRACTOR for CITY.
PROPOSAL # LMD-20-21-01 16
F. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONTRACTOR's
expense and deduct the cost of such insurance from payments due to
CONTRACTOR under this Agreement or terminate. In the alternative, should
CONTRACTOR fail to meet any of the insurance requirements under this
agreement, City may cancel the Agreement immediately with no penalty.
G. Should Contractor's insurance required by this Agreement be cancelled at any point
prior to expiration of the policy, CONTRACTOR must notify City within 24 hours
there is no lapse in coverage.
4. TIME FOR PERFORMANCE. CONTRACTOR will
Agreement until:
CONTRACTOR furnishes proof of insurance
Agreement; and
CITY gives CONTRACTOR a written
Should CONTRACTOR begin work in adv
proceed, any such professional service
TERMINATION.
CITY may terminate this Agreement at
CONTRACTOR may termii
least thirty (30) days
Should the
own
similar
By executing this document,
might otherwise arise
of rece
10
any work under this
3 of this
written authorization to
CTOR's own risk.
with or without cause.
upon providing written notice to CITY at
termination date.
pursuant to this Section, CITY may procure on its
hose terminated.
IRACTOR waives any and all claims for damages that
CITY's termination under this Section.
5. INDEMNIFICATION. CONTRACTOR agrees to indemnify and hold CITY harmless from
and against any claim, action, damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of the performance of this agreement by CONTRACTOR. Should
CITY be named in any suit, or should any claim be brought against it by suit or otherwise, arising
out of performance by CONTRACTOR of services rendered pursuant to this Agreement,
PROPOSAL # LMD-20-21-01 17
CONTRACTOR will defend CITY (at CITY's request and with counsel satisfactory to CITY) and
will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or
costs incurred in defense otherwise.
INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will
act as an independent contractor and will have control of all work and the manner in which is it
performed. CONTRACTOR will be free to contract for similar service to be performed for other
employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY
and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY
provides for its employees. Any provision in this Agreement that may appear to give CITY the
right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of
control over the work means that CONTRACTOR will follow the direction of the CITY as to end
results of the work only.
NOTICES.
All notices given or required to be given pursuant to this Agzee'ment will be in writing and
may be given by personal deliveryor by mail. Notice sent by mail will be addressed
as follows:
To CITY: City of Santa Clarita
ATT'*i: Kenneth W: Striplin, City Manager
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA`' 91355
To CONTRACTOR:
When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices
will bedeemed given at the time of actual delivery.
s rnay,kie made in the names or addresses of persons to whom notices are to be
given by giving; notice in the manner prescribed in this paragraph.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant, or condition contained in this Agreement, whether of the same or different
character, nor will it be deemed to constitute a continuing waiver.
PROPOSAL # LMD-20-21-01 18
CONSTRUCTION. The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against
either party.
SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction
to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary
in the opinion of the court to render such portion enforceable and, as so modified, such portion and
the balance of this Agreement will continue in full force and effect.
CAPTIONS. The captions of the paragraphs of this Agreement are for
only and will not affect the interpretation of this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in°accordance with
the laws of the State of California, and exclusive venue for any action involving this agreement
will be in Los Angeles County.
AUTHORITY/MODIFICATION. This Agreement
approval and ratification by the Santa Clarita City Cot
CITY until executed by the City Manager. The Parti
action has been taken by the Parties to authorize the un
engage in the actions described herein. This Agreeme
CITY's City Manager may execute any such amendmer
ay be subject to and conditioned upon
if. 'This Agreement is not binding upon
represent and warrant that all necessary
signed,to execute this Agreement and to
may be modified by written agreement.
ACCEPTANCE OF FACSIMILE SIGNATURES.The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the same
effect as an original signature.
6. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between
any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the
provisions of this Agreement will govern and control.
FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, war, terrorist dct� embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties' control, then the Agreement will immediately
terminate without obligation of either,party to the other.
ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement
between CONTRACTOR and CITY respecting maintenance. To the extent that there are
additional terms and conditions contained in Exhibit " " that are not in conflict with this
Agreement, those terms are incorporated as if fully set forth above. There are no other
understandings, terms or other agreements expressed or implied, oral or written.
PROPOSAL # LMD-20-21-01 19
CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws
and regulations including, without limitation, CITY's conflict of interest regulations.
ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree
that this Agreement may be transmitted and signed by electronic mail by either/any or both/all
Parties, and that such signatures shall have the same force and effect as original signatures, in
accordance with California Government Code section 16.5 and Civil Code section 1633.7.
PROPOSAL # LMD-20-21-01 20
IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of
FOR CONTRACTOR:
By:
Print Name & Title
Date:
FOR C
KENN]
By:
Date:
APPR(
JOSEP:
By:
Date:
CORPORATION:
I0
Print Name &
Date:
IF
PROPOSAL # LMD-20-21-01 21
PROPOSAL # LMD-20-21-01 22
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Fill out this form completely and return with your bid. Pricing must be entered into line item section of
BidNet. If the number entered on this page conflicts with what is entered on BidNet, the number
entered on BidNet shall govern.
Item Project Site
1. LIVID Zone T51
Column A
Monthly Maintenance Cost
$ x12mo
Total (add lines in Column B)
Total proposed amount annually, in legibly printedwords:
Column B
Annual Maintenance Cost
EXHIBIT 131: ADDITIONAL PRICING
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Do NOT include this pricing in the cost of your bid response.
Pricing and Billing Schedule Detail
Hourly labor rates to be used in performing the work required in the specifications for annual
landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in
evaluating cost estimates for "additional" or "extra" work requested by the City under this contract
when applicable.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed below:
Skill Level Hourly cost After -hour emergency
Irrigation Laborer
$40.00 per hour $60.00 per hour
Landscape Laborer
$30.00 per hour $45.00 per hour
QAC/QAL Herbicide and Pesticide Applicator $30.00 per hour N/A
Please initial to verify acknowledgement of laborrates - (initial)
EXHIBIT 132: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Do NOT include this pricing in the cost on the of your RFP response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These
rates may be used in evaluating cost estimates for additional work requested by the City under thiscontract.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
1
Price for maintenance of
1 square foot
500 sq. ft.
landscape with turf.
2
Price for maintenance of
1 square foot
1000 sq. ft.
landscape with trees, shrubs,
and ground cover.
3
Price for maintenance of
1 square foot
500 sq. ft.
landscaped, irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates may be
used in evaluating cost estimates for additional work requested by the City under this contract.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
4
Price for Installation of one
leach
(5) Five
(1) gallon shrub.
5
Price for Installation of five
leach
(5) Five
(5) gallon shrub.
6
Price for Installation of
leach
(5) Five
fifteen (15) gallon shrub.
7
Price for Installation of
leach
(5) Five
fifteen (15) gallon tree.
8
Price for installation of
twenty-four inch (24-inch)
leach
(2) Two
box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
1) The last six (6) months of tailgate safety meeting sign -in sheets and topics covered must be
made available UPON REQUEST. (Do not send with proposal submission at thistime.)
2) In the year of 2019, what was the longest stretch of days worked without an accident in the
landscape maintenance division?
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal -OSHA.
4) Please provide any sustained complaints made to your company within the past four (4) years to
the California State Contractor Board in regards to your C-27license.
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Please explain what policies or procedures you and your company will provide to insure your team will
proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company
the best for this service area and how does your company stand out from others?
*Attach additional pages as necessary.
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
The City of Santa Clarita has adopted a Disadvantaged Business Enterprise (DBE) Program to support federally funded procurements. The City strongly
encourages the participation of small and Disadvantaged Business Enterprises in its federally funded projects and this site is intended to provide assistance to
such businesses. Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or
labor or render service in excess of % of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid: DBE status, age of firm and annual
gross receipts are required if sub -contractor is participating as a DBE. If no Subcontractors will be used fill out the form with NA. Please add additional sheets
if needed.
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
DBE: Yes Ne
Certifying AgeneW.
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
DBE! Yes P}e
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
DBE! Yes P}e
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public
Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform
public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is
authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is
registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
EXHIBIT F: REFERENCES
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
The following are the names, addresses, and telephone numbers of three public agencies for which
the proposed company has performed work of a similar scope and size within the past five (5) years. The
references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in
the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the
ability to complete work of the type and scope being proposed under the terms of this contract. If
necessary, more than three (3) references can be submitted to demonstrate these qualifications. If the
instructions on this form conflict with the references requested in the scope of work, the scope of work
shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your
proposal.
1._ Name and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
2._ Name and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
3._ Name and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from
whom BIDDER intends to procure insurance bonds:
EXHIBIT G1
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51 — Valencia High School
Provide information on, any and all applicable crewime-imbers. 7hiis includes the SILIjp,eI'Vi501', drew foreimain, c�ertified
arboriust (if applicable), cheirical aIjp,jpIhucator, irrigatibin sjpecia]hst, etc.
L), Naire J013
Liceinses/Certffkales
2), Naire J013
Liceinses/Certffkalesr
3), Naire J013
Liceinses/Certffkalesr
4), Naire Job Tille
Liceinses/Certi4kaless
5), Naire Job Tille
6), Naire Job Title
7), Naire Job Title
EXHIBIT G1 (Continued)
PROPOSAL #LK8D-2O-21-01
Maintenance Of LMD Zone T51 — Valencia High School
8) Name
Job Title
Lioemses/Certifinate
9) Name
Job Title
Licemseu/Certificates
10) Name
Job Title
Licemseu/Certificates
11) Name
Job Title
Ucemoea/Certifioateo
12) Name
Job Title
Licemses/Certifivates
13) Name
Job Title
Licenses/Certificates
14) Name
Job Title
Licemseu/Certificates
15)Nann 6o6 Title
Licemueu/Certificate
*Attach additional pages asnecessary for additional personnel.
EXHIBIT G2
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51 — Valencia High School
Supervisors
Crewimem bey it Title Qty.. of Weekly Hours,
Crewimem beir Title Q.. of Weekly Hours,
Creyew imemIse ir
ureter, # 1
Q:ty.. of Weekly Hours
Crewimem beir TAle City. . of Weekly Hours,
Crewim e m beir TA I e City. . of Weekly Hours,
Crewim e m beir TA I e Q.. of Weekly Hours,
Crewim e m beir TA I e City. . of Weekly Hours,
Crewim e m beir TA I e Q.. of Weekly Hours,
Cre w, #2
Crewimem beir Title Qty.. of Weekly IHouirs,
Crewimean beir Title Qty.. of Weekly IHouirs,
Crewimean beir Title Qty.. of Weekly IHouirs,
Crewimean beir Title Qty.. of Weekly Hours
Crewimean beir Title Qty.. of Weekly Hours
Specialty Positions
Crewim e m beir TA I e City. . of Weekly Hours,
Crewim e m beir TA I e City. . of Weekly Hours,
Specialty PosR[oins
Crewim e m beir TA I e Q.. of Weekly Hours,
Crewim em facer TA] e , Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51— Valencia High School
Additional equipment requirements for work within proposed Landscape Maintenance District or the ability
of Contractor to rent/lease at no additional cost:
• Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover
large turf areas
• Proper equipment required to perform pruning tasks including hand pruners, toppers, saws,
pole pruners and chainsaws
• Commercial Grade Battery Powered Leaf Blowers
• All maintenance supplies for proper equipment operation
• Garden Spading Forks
• Shovels
• Rakes
• Scoop Shovels (various sizes and shapes)
• Commercial Grade Chipper
• Safety equipment such as head, eye, and ear protection, work boots. Body protection such
as chaps should also be used when operating chainsaws
• Irrigation controller remotes and transmitters; particularly WeatherTrak
• All the required tools and equipment to make minor and major irrigation repairs
• All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal -OSHA approved
Pleaseinitialtoverify acknowledgement ofequipment requirements - (initial)
EXHIBIT 1: CERTIFICATIONS
PROPOSAL # LMD-20-21-01
Maintenance Of LMD Zone T51 — Valencia High School
Provide 11117fovrmaiion oral thie cemilli ad arbohst, chemi'lotilappiTcalor, inigaflo,11 spscialist, crew
foreman, IIncludng name, ce111ifictition said whether staff' or submintractor,
2)
2)
4)
5)
6)
7)
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
PROPOSAL # LMD-20-21-01
Maintenance Of LIVID Zone T51— Valencia High School
By providing the three (3) required signatures below, the Contractor acknowledges full
understanding, complete agreement to, and accepts in its entirety, all Proposal Specifications for
the Annual Maintenance Contract for Landscape Maintenance Zone T51 Valencia High School. The
Contractor will be expected to perform maintenance practices and uphold the standards herein to
the established specifications throughout the length of the contract.
*Supervisor's Signature: Date:
*Estimator's Signature: Date:
*Owner's Signature: Date:
*All three signatures required
EXHIBIT K: DOCUMENTS CHECKLIST
PROPOSAL # LMD-20-21-01
Maintenance Of LIVID Zone T51— Valencia High School
In addition to the items requested for the proposal the following documents are required
to be completed and submitted by the proposer.
DO NOT send more information than is requested. DO send the REQUESTED information.
With RFP Proposal (All Bidders)
o Request for Proposals page filled out
o Any addendum published through BidNet — signed form and acknowledgement through BidNet
o Cost File - Exhibit A — Cost Proposal (must be submitted separately from Response File on BidNet)
o Exhibit B1 & B2 — Additional Pricing (must be submitted separately from Response File on BidNet)
o Response File
o Exhibit C — Violation Records — must be completed
o Exhibit D — Proactive Approach Form — must be completed
o Exhibit E — Designation of Subcontractors/Subconsultants — if none, write "n/a"; Do NOT leave
blank
o Exhibit F — References Page
o Exhibit G1 & G2 - must be completed (use additional sheets if needed)
o Exhibit H - Equipment Requirement Acknowledgment
o Exhibit I — Certifications: Required certificates/licenses/qualifications (as identified in solicitation,
including, but not limited to:
o Proof of Contractor's License (license number will suffice)
o C27 License
o WeatherTrak training completion
o Exhibit J — Acknowledgement & Acceptance of Specifications
o Exhibit K— Documents Checklist
o Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi -Annual,
Annual (see examples in Attachments A & B)
o Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections)
PROPOSAL # LMD-20-21-01 23
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ATTACHMENT C
GENERAL INVENTORY LISTS
Inventory List: MAINTENANCE CONTRACT FOR LMD ZONET-51,
VALENCIA HIGH SCHOOL
Item #
Description
Approximate
Square Footage
Estimated
Quantity
1
Slopes — Irrigated
1,469,226
2
Slopes — Non -Irrigated
0
3
Irrigated Landscape (Shrubs, Trees,
Mulch)
78225
'
4
Turf (may include street trees
88,567
5
Trees/Vinyl Fencing/Mulch Area
7,000 sf (2,000 If fence line)
6
Backflow Devices
27
7
Irrigation Controllers
27
8
Irrigation Pumps
0
9
Paseos & Trails
41,600 sf (52,200 in If paseo)
10
Paseo Pedestrian Walkway Bridges
1
11
Paseo Light Poles
3
12
Paseo Bollard -Style Lights
10
ATTACHMENT E
New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
1/2 Day for Christmas Eve
Christmas Day
1/2 Day for New Year's Eve
New Year's Day
Wednesday, January 1
Monday, January 20
Monday, February 17
Monday, May 25
Friday, July 3
Monday, September 7
Wednesday, November 11
Thursday, November 26
Friday, November 27
Thursday, December 24
Friday, December 25
Thursday, December 31
Friday, January 1